Continuity of Operations Planning ProjectTabletop Exercise

April 15, 2009

Self Introductions

Let us know who you are, why you are here, what you hope to gain from

participation, and where you would rather be.

Agency Introductions

What does you Agency do?

What other Agencies do you work with?

Parsons State Hospital (Suzanne) Kansas Animal Health Department (Karen) OSH (Lynette) TAG (Angee) Osawatomie State Hospital (James) Dickinson County (Nick) Social and Rehabilitation Services (John)

Exercise Basics

TTX Ground Rules This TTX will be conducted in a stress free,

informal environment. Use your expert knowledge to poke holes in

the process and suggest solutions Participate openly in all discussions Respect the thoughts, ideas and opinions of

your fellow participants (disagreements are okay, they may point out a weak area of a plan and help foster mutual solutions)

Keep your thoughts and comments to the point in consideration of time constraints

Goals of the TTX

Knowledge of Roles and Responsibilities

Ability to Openly Interface with Other Agencies

Understand General Flow of Possible Incident

Improvement of All Plans

Exercise Introduction

The exercise will include disaster scenario information that will be presented to the exercise participants.

The TTX will be managed and facilitated by Bold Planning Solutions.

There will be three primary exercise modules (or disaster events) that will build on each other as the exercise progresses.

The exercise will be based on realistic disaster event scenarios which could affect the operations of all Agencies.

The exercise will focus on Continuity of Operations, not emergency operations.

Module Details

Module Scenario Presentation – During this time, Bold Planning Solutions will provide details and information about the disaster scenario to the exercise team.

Module Questions and Individual Worksheets – After presenting the disaster scenario, Bold Planning Solutions will outline a number of topics and questions that should be considered by each individual participant.

Group Breakout Meetings – Each pre-assigned group will meet separately to discuss the scenario and the suggested topics and questions. Important issues not suggested by Bold Planning Solutions should also be considered at this time. Each group will prepare a Incident Action Plan with priority action items and priority questions/issues.

Module Details Continued Group Presentations – Each group will designate a speaker who

will present their Incident Action Plan to the overall exercise team.

“Hot-Wash” Discussion – After the group presentations, an open discussion will be facilitated for all participants. This discussion will focus on coordination issues and overall policy items.

Incident Action Plans

For each Module your table has an Incident Action Plan

Please take a few minutes toward the end of your Module discussion to fill it out

Determine you priority action items (the things that need to get done first)

Rank your priority action items

Determine the significant questions and issues from your discussions

Rank your questions and issues from most vexing to least vexing

We will collect these at the end of the TTX and use them to create an After Action Report to help everyone improve their plans

Exercise Timeline

Each module will last approximately one hour with the following estimated schedule:

Scenario Presentation – 5 minutes

Questions and Issues – 5 minutes

Group Meetings – 20 minutes

Group Presentations – 20 minutes

Hot-Wash Discussion – 10 minutes

Tornado Basics

Historical Events

Statewide Risks

Greensburg 2007

Greensburg 2007

Greensburg 2007

Facts about the May 4, 2007 Greensburg tornado65 minutes The tornado began in Comanche county at 900

PM and ended at 1005 PM near Greensburg

1.7 miles Maximum width of the tornado

28.8 miles Distance the tornado travelled

205 MPH Approximately the strongest surface wind in parts of town

F5 Maximum damage rating on Enhanced Fujita Scale

11 Deaths

961 Homes & businesses destroyed

216 Homes & businesses with major damage

307 Homes & businesses with minor damage

Topeka 1966

Topeka 1966

Topeka 1966

Topeka 1966

Topeka 1966

Facts about the June 8th, 1966 Topeka tornado

0.5 miles Maximum width of the tornado

22 miles Distance the tornado travelled

250 MPH Approximately the strongest surface wind in parts of town

F5 Maximum damage rating on Enhanced Fujita Scale

16 Deaths

1070 Homes & businesses destroyed

5330 Homes & businesses with major damage

$100,000,000 (today’s dollars $650,000,00) Damage Total

Setting the Stage

Sunday, April 19th, 2009 at 9:30PMSevere Weather on the Horizon

Situation Status Sunday, April 19th, 2009 at 9:30PM

Early Spring evening in Topeka.

Severe Storm Warning for the greater Topeka area.

Potential for damaging hail, strong winds and possibly tornadoes

Heading towards Topeka

Weatherman predicts storms will dissipate before they reach us.

Module 1

Monday, April 20th, 2009 at 1:30AMA significant tornado event impacts Topeka

Situation Status

Monday, April 20th, 2009 at 2:00AM

At 1:30AM tornado sirens activate.

News reporting severe damage to the Capitol complex and large areas of Topeka.

Landline and cellular service is severely impacted

Internet access is still possible.

Questions and Issues How is your Agency prepared to react to this sudden event?

How is your Agency gathering information about the current situation in the region?

How does your management staff communicate with key staff about the current status?

How does your Agency (or the State) communicate information to employees?

What steps are taken to account for and assist your Agency’s personnel and their families?

What decisions are made about operations for Monday morning? Who makes these decisions.

Does the month, day, or date of the event effect how your Agency reacts?

How do you talk to the media?

TTX Instructions

1) You have 20 minutes to discuss the questions for each module2) Elect a group representative to present your findings at the end

of this section3) Elect a scribe to fill out one Incident Action Plan form for each

Module for each table to be submitted at the end of the TTX4) Do not just discuss your strengths, try to find your weaknesses5) Write down your thoughts and discoveries for use on your

agency plan6) Remember, while everyone’s goals are the same (getting back

to normal operations), how you achieve these goals may be different. Respect each others view and ideas.

Module 2

Monday, April 20th, 2009 at 8:00AMThe Morning After

Situation Status

Monday, April 20th, 2009 at 8:00AM

Complete destruction of downtown Topeka

All of your personnel have been accounted for

Your offices are completely destroyed or inaccessible

Outside the path of destruction it is “business as usual”

Media running constant reports shutdown of the State Government

The Governor declaring a State of Emergency

You are told to get things up and running ASAP

Your alternate facility is open and unaffected

Questions and Issues

How is the COOP activated and utilized? Who activated the COOP? What are the priorities with respect to staff safety? What is your Agency doing to assist staff with personal and family

recovery issues? What Agency priority functions must be performed given this

disruption? How are staffing levels being maintained? Who are the primary staff and team members with responsibility for

managing the departments and their essential functions? What long-term alternate facilities are available? What equipment and resources are available at the relocation facilities? What issues are given priority with respect to facilities and equipment? How do you talk to the public? How do you talk to the Media?

TTX Instructions

1) You have 20 minutes to discuss the questions for each module2) Elect a group representative to present your findings at the end

of this section3) Elect a scribe to fill out one Incident Action Plan form for each

Module for each table to be submitted at the end of the TTX4) Do not just discuss your strengths, try to find your weaknesses5) Write down your thoughts and discoveries for use on your

agency plan6) Remember, while everyone’s goals are the same (getting back

to normal operations), how you achieve these goals may be different. Respect each others view and ideas.

Module 3

Monday April 27th, 2009 at 11:00AMThe Next Week

Situation Status

Monday, April 27th, 2009 at 11:00AM

You have successfully relocated to your alternate facility,

You do not have all the equipment you need,

25% of your staff is unable to show for work

As a result, you are unable to perform all of your Mission Essential Functions.

You need to increase the current levels of security at your alternate facility

Public has started contacting you

Questions and Issues

What Agency mission essential functions must be performed? How are staffing levels being maintained? How do you get the additional equipment you need to maintain

functions? What long-term alternate facilities are available? How are resources being allocated to State Agencies? How have you reestablished communications with the public? How long can you remain in your alternate facility? What outside agencies are you working with and how do you

contact them? Is your level of security adequate for the long-term? How do you communicate with your customers (the public)? How do you communicate with the media?

TTX Instructions

1) You have 20 minutes to discuss the questions for each module2) Elect a group representative to present your findings at the end

of this section3) Elect a scribe to fill out one Incident Action Plan form for each

Module for each table to be submitted at the end of the TTX4) Do not just discuss your strengths, try to find your weaknesses5) Write down your thoughts and discoveries for use on your

agency plan6) Remember, while everyone’s goals are the same (getting back

to normal operations), how you achieve these goals may be different. Respect each others view and ideas.

Successful Completion

Monday, May 25th, 2009 at 11:00AMBack in Business

Situation Status

Monday, May 28th, 2009 at 11:00AM

You have relocated to your permanent new offices.

You are back up to full staffing.

Your COOP activation was a success

But your plan was missing a few important details.

You resolve to fix these areas

You also resolve to keep your COOP up to date as possible

Participant Evaluation

Your feedback is important!

Please fill out the

Participant Evaluation Form

in your exercise package and turn-in before leaving.

Matt@BoldPlanning.com

(303) 552-1181