TTX DIVISION by Rodzi Md Saad National Security Council FINAL PLANNING CONFERENCE ASEAN REGIONAL FORUM DISASTER RELIEF EXERCISES (ARF DiREx 2015) Alor Setar, Kedah | 3-5 February 2015

TABLE OF CONTENTS  Preamble  Purpose Of The Exercises  Goals and Objectives  Exercise Objectives  Preparatory Activities  Scope of Exercise  TTX Programme (Overview)  Expert Session Programmes  Structure of TTX: Exercise  Structure of TTX: Field Visit & Wrap- Up  Composition of TTX Players  Role of Members  Core Capabilities & Issues  Exercise Structure & Methodology  Components of TTX  Approaches & Design  Three (3) Moves  Malaysia Disaster Management Mechanism  Layout  TTX Exercise Guidelines  Assumptions & Artificialities  Exercise Conduct  Questions for TTX  Core Questions: Move 1-3  Expected Outcomes  TTX tools  Timeline  Issues for Discussions

Preamble ASEAN Regional Forum Disaster Relief Exercise 2015 (ARF DiREx 2015) is co-organized by the Government of Malaysia and the Government of the People’s Republic of China. The ARF DiREx 2015 Tabletop Exercise Situation Manual (TTX SitMan) provides exercise participants with all the necessary information for their roles in the exercise. The SitMan is developed with the inputs, advice and assistance of the members of the ARF DiREx 2015 TTX planning team.

Purpose of Exercise The purpose of this exercise is to provide participants with an opportunity to review and discuss disaster response plans and capabilities in an affected country by both national authorities and external multi-lateral organizations such as the ARF and the international humanitarian community. The exercise will focus on national and on-site emergency command and control and coordination, critical decisions, notifications, and the coordination and integration of regional and international humanitarian supports.

To assess the capacity of ARF members in response to disasters and coordination between civil and military agencies To test and identify gaps and challenges of existing SOP/Protocols/Tools of ASEAN, Regional, International and the affected host nation pertaining to multi-national disaster operation. Addressing strategic issues related to existing national and regional procedures and coordination mechanisms for large-scale disaster management GOALS AND OBJECTIVES

Exercise Objectives  Disaster Relief and Emergency Response, including the ASEAN-Emergency Rapid Assessment Team (ERAT);  Effective operationalisation of the ASEAN Coordinating Centre for Humanitarian Assistance on disaster management (AHA Centre) and its important role as the operational engine of AADMER to enhance regional cooperation in disaster management and ensure ASEAN’s collective response to disasters in the region;  Coordination of multi-national maritime search and rescue;  To test the civil-military coordination efforts, create synergy, and synchronize efforts towards supporting the effective implementation of the ASEAN Agreement on Disaster Management and Emergency Response (AADMER) as the common platform for disaster management of the region. It will also continue the progress made by the previously held ARF DiREx and “take on” some of the recommendations made by the previous Co-Chairs.  Strengthen the effective utilisation and quick deployment of the ASEAN Standby Arrangements

 Management of mass casualties which among others would involve communication breakdown and engineering difficulties;  Receiving of aid / humanitarian assistance as well as its effective and timely distribution, including effective coordination of international assistance from the UN, NGOs and the private sector.  Special needs of vulnerable population i.e. women, children and people with disabilities in the disaster area. Among others this could involve the setting up of a special medical facility to cater for the needs of the vulnerable group;  Management of consular assistance to foreign tourists in the disaster area;  Coordination and information sharing with foreign embassies in the disaster affected country;  Management of media officials and control of information outflow (management of information); and  Role of international and local volunteers and their coordination with the HADR authorities. Exercise Objectives

Preparatory Activities Preparatory activities have been undertaken for the development of ARF DiREx 2015 Table Top Exercise, including the following activities:  Bilateral Malaysia – China Meetings;  National Planning Conference, Kuala Lumpur, June 2014;  Initial Planning Conference (IPC) and Site Survey ASEAN Regional Forum on Disaster Relief Exercise (ARF DiREx) in August 2014 in Kedah and Perlis, Malaysia;  Planning Workshop on DiREx 2015, Shanghai October 2014 ;  Co-Chairmen Preparatory Meeting, Kuala Lumpur, 14 and 15 January 2015;  National Coordination Meeting, Cyberjaya, 21 January 2015; and  Final Planning Conference (FPC) and Site Survey ARF DiREx on 3 – 5 February 2015 in Alor Setar. Kedah, Malaysia

SCOPE OF EXERCISE  The 2015 ARF DiREx TTX is practical and realistic, aiming to address the diverse strategic issues of multi-national disaster relief operations and coordination. The exercise scenarios will be challenging as some elements of surprise wil be introduced. The idea is to allow the responders to react spontaneously to the surprise elements.  The entire exercise will be integrated in nature with one component being linked to the other. It will also be paralleled to the field exercise. The TTX’s basis references include, but not limited to, relevant regulations and coordination mechanisms within ARF Participation Countries.  The TTX is a discussion-based exercise, using the “move” approach to reflect flow of time and situation changes and development.

Address the diverse strategic issues of multinational disaster relief operations involving ARF Participants based on the agreed ARF DiREx 2015 Concept Paper. The TTX will also address practical, realistic issues and problems that may be arise and hinder the effective management of FTX elements (e.g: CBRNe, maritime SAR, etc.) The TTX will address several stages of large-scale multi-national disaster response based on relevant regulations and coordination mechanisms. SCOPE OF EXERCISE

TTX PROGRAMME ( Overview ) 25 May AM PM Expert Session Briefing + TTX Briefing TTX ALL 26 May AM / PM TTXALL 27 May AM FTX Field Observationby individual interest 27 May PM AARby individual interest

25 May –9.45 AMThe Framework For Disaster Management and Emergency Management In Malaysia ( NSC Directive No 20 ) NSC AMAn Overview of ASEAN Mechanism for Disaster Management and Emergency Response ASEAN / AHA Centre AMAn Overview of ARF Mechanism for Disaster Management ARF – AMThe Role of the Humanitarian Community in International Disaster Relief Operation UN – 12.15Key Definitions, Core Responsibilities, Regional and International Support, Initiation and other Key Legal Matters IFRC EXPERT SESSION PROGRAMME S

Plenary Discussion 25May Move 1Initial Response Determination Process - National Perspectives Thematic Group Discussion 26May Move 2 How external supports fit into national Humanitarian Assistance and Disaster Response (HADR) process? 26May Move 3 Transition / De-mobilization (Week 2+) International Coordination Framework -Coordination structure of the affected country International (UN) and cooperation Regional (ASEAN, ARF) Coordination - Civil - military coordination and cooperation National Framework (Logistics, CIQ, PI) -Supply & transportation of relief personnel and materials -Receive & distribute relief -Public Information and Information sharing Foreign Citizen Assistance -Diplomatic & consular Issues -Migrant & foreign workers

Facilitator Observers STAKEHOLDERS Civil and military officers representing ARF member countries, embassy and consular, international organizations and non-governmental organization LOGISTIC EX DATA COLLECTOR EX CONTROL GROUP COMPOSITION OF TTX PLAYER

Participants  Exercise Controller provides the scenarios build up, exercise injections and overall simulation of exercises.  Facilitators provide situation updates and moderate discussions. They also provide additional information or resolve questions as required. Key planning committee members may also assist with facilitation as subject matter experts (SMEs) during the TTX.  Players respond to the situation presented based on expert knowledge of response procedures, current plans and procedures, and insights derived from training. Potential players of TTX include but are not limited to: Civil defense and military officers representing ARF member countries, Embassy and consular staff, and selected international organizations and non-governmental organizations responsible for HADR at the operational and strategic level.  Observers support the group in developing responses to the situation during the discussion; however, they are not participants in the moderated discussion period.

Before Mission Developing Strategy Preparation Developing Action Plan TTX Training During Mission Response Inter and Intra Agency Multi Sectorial Organised Plan Debriefing Demobilisation After Mission Review Analysis Report Recommendation ROLE OF MEMBERS

Core Capabilities and Issues The capabilities and issues listed below have been selected by the ARF DiREx 2015 TTX Working Group from the priority capabilities identified during the ARF DiREx 2015 Planning Conferences. These capabilities provide the foundation for development of the exercise objectives and scenario, as the purpose of this exercise is to measure and validate performance of these capabilities and their associated critical tasks:  Early Warning  Initial Response  Communication  Coordination Mechanism  Integration of Exercises  Civil-Military Coordination  Public Information and Warning  Consular

Components of TTX  Expert Session on Framework and Response  Exercise  After Action Review (AAR)  The Expert Session will be convened prior to the Exercise with the purpose to provide relevant information to all participants on the frameworks and mechanisms of disaster management of the affected nation, Malaysia, as well as on mechanisms to facilitate and coordinate external disaster relief supports from other ARF countries, international and regional organizations.  Throughout the Exercise, framing questions will be raised to generate discussion and sharing of opinions. Some questions may be directed to specific participants but other comments will also be welcome. On certain issues, facilitators may encourage further discussion to generate betterunderstanding on the matter and issue. Meanwhile, it is important that participants are familiar with existing references materials.

 TTX Working Group Discussion  Prepare set of questions to simulate discussion and decision making according to “real-life” roles and functions  Based on relevant documents (SASOP, ARF Guidelines, Oslo Guidelines, etc.) APPROACHES AND DESIGN

 TTX WG will be organized by a multi-agency team comprising of civil and military organizations  Anticipated participants of TTX a. Stakeholders Civil and military officers representing ARF member countries, embassy and consular, international organizations and non- governmental organization b. Observers Observers to be nominated by ARF member countries. APPROACHES AND DESIGN (2)

The 3 Moves  Move 1 – National Initial Response and Incident Notification  Move 2 – External (Regional and International) Response and Relief Operations  Move 3 – Recovery and Demobilization  The TTX Exercise will utilize one plenary for move 1 and thematic group discussion for Move 2 and Move 3. At the beginning of each move, a scenario update will be provided.  Upon exercise completion, the AAR Session will be convened by the AAR team in the areas including but not limited to TTX results vis-à-vis objectives, major Issues identified during the TTX, recommendations from the TTX

National Command (Embassy) National Command (Embassy) Humanitarian Community UN Office, IHO Office Humanitarian Community UN Office, IHO Office IOCC MNCC LO OCHA, AHA, IFRC, UNDAC, WFP Foreign Military Forces LO SAR Team HADR Team OSOCC, ERAT, HADR Team DISASTER OTHER GOVT AGENCY RMP, F&RD, SMART, MCDD, MOH, MMEA, MAF, SWD, NGO OTHER GOVT AGENCY RMP, F&RD, SMART, MCDD, MOH, MMEA, MAF, SWD, NGO EMERGENCY OPERATION CENTRE (EOC) NATIONAL SECURITY COUNCIL ICC MALAYSIA DISASTER MANAGEMENT MECHANISM

TTX VENUE LAYOUT 6 HUMANITARIAN COMMUNITIES 10 IOCC 10 MNCC 5 OSOCC ERAT HADR 4 EX CONTROLLERS 5 ICC 10 OBSERVERS SCREEN/LCD FACILITATOR 2X Facilitators 2x Time Keeper 2x Rappoteurs INTEGRATOR REGIONAL/ INTERNATIONAL NATIONAL/ LOCAL 5 EMBASSY 5 FOREIGN MILITARY FORCES 8 NATIONAL SAR 8 OTHER GOVT AGENCIES 10 EOC 8 HADR OTHERS NUMBERS: TOTAL CHAIRS RDC

EXERCISE CONTROL STRUCTURE CHIEF CONTROLLER TTX EOC SCENARIO MANAGER HEAD : DY HEAD : CHIEF : NSC DY CHIEF : CHINA CHIEF : DY CHIEF : CHIEF : DY CHIEF :

EMERGENCY OPERATION CENTRE (EOC) RMP F&RDMCDDMOHSWD MAF DOEMDMMD NSC MULTI AGENCIES COORDINATION CENTRE MNCC IOCC MMEA

INTERNATIONAL ORGANISATION COORDINATING CENTRE (IOCC) HEAD OF IOCC (NSC STAFF) HEAD OF IOCC (NSC STAFF) Rep From AHA CENTRE Rep From AHA CENTRE Rep From UNOCHA IFRC IFRC Rep From WFP Rep From UNDAC Rep From UNDAC Malaysian NGO’s Malaysian NGO’s

Multi National Coordinating Centre (MNCC) ORGANISATION COMMANDER : MALAYSIA DEPUTY COMMANDER : CHINA CHIEF OF STAFF : MALAYSIA DEPUTY CHIEF OF STAFF: CHINA J 1 (PERS) MALAYSIA CHINA J 1 (PERS) MALAYSIA CHINA J 2 (INT) J 2 (INT) J 3 (OP) MALAYSIA CHINA J 3 (OP) MALAYSIA CHINA J 4 (LOG) MALAYSIA CHINA J 4 (LOG) MALAYSIA CHINA J 5 (PLAN) MALAYSIA CHINA J 5 (PLAN) MALAYSIA CHINA J 6 (COMMS) MALAYSIA CHINA J 6 (COMMS) MALAYSIA CHINA J 9 (MED) MALAYSIA CHINA J 9 (MED) MALAYSIA CHINA PUBLIC AFFAIRS CIMIC

TTX Exercise Guidelines  TTX is an open, low-stress, no-fault environment. Varying viewpoints, even disagreements, are expected.  Respond based on your knowledge of current plans and capabilities (i.e., you may use only existing assets) and insights derived from training.  Decisions are not precedent setting and may not reflect your organization’s final position on a given issue. This is an opportunity to discuss and present multiple options and possible solutions.  Issue identification is not as valuable as suggestions and recommended actions that could improve response and preparedness efforts. Problem-solving efforts should be the focus.

Assumptions and Artificialities  In any exercise a number of assumptions and artificialities may be necessary to complete play in the time allotted. During this exercise, the following will apply:  The scenario is plausible, and events occur as they are presented.  There is no “hidden agenda”, nor any trick questions.  All players receive information at the same time.

 The TTX will test national, regional and international mechanisms for the coordination of multi-national humanitarian assistance and disaster relief. In order to:  Identify gaps and other challenges in those mechanisms requiring strengthening or remedial action.  Enhance the effectiveness of civil-military coordination for HADR-related activities. EXERCISE CONDUCT

FPC ARF DiREx 2015 | Alor Setar, Kedah | 3-5 February 2015 EXERCISE CONDUCT DISASTER INJECTIONS BY CONTROLLERS FACILITATORS PLAYERS CMOC MNCC OSOCC AHA EOC LEMA RDC

Questions for TTX Core Capabilities identification: – Initial Response – Communication – Coordination Mechanisms – Civil-Military Cooperation – Public Information Format: – Each move and group will have core questions – Facilitators will be equipped with supporting questions according to 5 identified core capabilities

Core Questions: Move 1 & 2 Move 1: “What is the national coordination structure including procedures for requesting and accepting international assistance?” Move 2: Group 1: International Cooperation Framework “What are the mechanisms being used and your challenges has in integrating those into the affected nation procedure? (to ask the three targeted audience)”

Core Questions: Move 2 Group 2: National Framework (Logistics, CIQ, PI) “Does the affected nation anticipate any international assistance? If so, what issues regarding the receiving, acceptance, tracking, management, and integration of incoming international assistance resources need to be considered?” “What are the procedures of offering assistance to the affected country?”

Core Questions: Move 2 Group 3: Foreign Citizen Assistance “How is information disseminate and shared with Foreign Embassies; and then passed to affected foreign nationals?” “How do Foreign Embassies determine focal points and mechanisms for coordination between host government and diplomatic missions?” “How can overseas missions and Emergency Response Teams engage with the on-site operations coordination centre (OSOCC)?”

Core Questions: Move 3 Group 1: International Cooperation Framework “What are the mechanisms being used and your challenges has in integrating those into the affected nation procedure? (to ask the three targeted audience)” Group 2: National Framework (Logistics, CIQ, PI) “What are the processes of demobilization of international assistance resources back to the host/providing organizations?” “After accepting international assistance, does the affected nation has the resource tracking and utilization system to fulfill reporting requirements of the assisting nations?” “What are the reporting requirement of the assisting nations?”

Core Questions: Move 3 Group 3: Foreign Citizen Assistance “How are offers of assistance determined and put forward to the host government?” “What are the protocols/arrangements around the repatriation of foreign nationals affected?”

Participants Facilitators Players: – ARF Member Countries – Related International Organizations Observers

Participating member states, regional, international HR, NGOs selection process Application deadline by end of IPC, 31 Mac 2015 Submission 31 Mac 2015 TTX Team composition confirmed PARTICIPANTS

Identified gaps, challenges and recommendations for the further development and improvement of relevant strategic issues and procedures – For example, national laws and regulation, SOP/protocols/tools/ guidelines and documents of host country, ARF participants and participating international organizations Strengthening HADR collaboration and coordination among ARF participants and participating international organizations/NGOs. Improve understanding of civil-military coordination mechanisms and processes in order to maximize the utilization of civil-military assets for HADR-related activities. EXPECTED OUTCOMES

Expected Outcomes Identification of national/ regional/ International mechanisms or channels for cooperation during major disasters (for international organization and embassies within the affected countries) Recommendations on how to coordinate between civil and military during major disaster

TTX Tools The working group had developed the following tools for the exercise: – Situation Manual – Participant Feedback Form – Facilitator briefing guide

Timeline 1 Mac – 7 Mac 2015 – Send out invitation to all participants 15 Mac -31 Mac 2015 – Confirmation of the facilitators 02 May-04 May 2015 Controllers and Facilitators Meeting Briefing

 Define “Strategic level” and its coverage  Grouping for TTX discussion  Phases  Initial set of questions for TTX day  Expert briefing session ISSUES FOR DISCUSSION