Continuity of Operations Planning ProjectTabletop Exercise

May 6th, 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 IntroductionsWhat does you Agency do?

What other Agencies do you work with?

Board of Pharmacy (Debra) Health Policy Authority (Doug)

DOC (Deborah) KDHE (Doug)

Commission on Disability Concerns (Martha) Office of the Securities Commissioner ( Lynn) Pooled Money Investment Board (Elizabeth)

Kansas Insurance Department ( Karen) Attorney General (Jerry) State Fire Marshall (Dan)

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

Influenza Basics

The Language of Flu Hemagglutinin: A protein that allow sthe virus to bind to cells

Neuraminidase: A protein that helps newly created viruses break out of a cell

Drift: A gradual change of the hemagglutinin or neuraminidase proteins on the surface of a particular strain of influenza virus that occurs in response to host antibodies in humans who have been exposed to it.

Epidemic: A disease occurring suddenly in a community, region or country in numbers clearly in excess of normal.

Pandemic: Significant person to person spread of a novel antigen causing wide spread disease in humans who are immunologically naive to this new subtype.

Herald Wave: A novel flu strain emerging at the end of a flu season, returning next flu season

Subtype: A classification of virus among influenza type A viruses. Currently, there are 15 subtypes of type A influenza.

Seasonal Influenza

Three types of influenza viruses: A, B and C.

Influenza A and B viruses cause seasonal epidemics

Influenza type C infections cause a mild respiratory illness

Influenza A viruses are divided into subtypes based hemagglutinin and the neuraminidase

There are 16 different hemagglutinin subtypes and 9 different

neuraminidase subtypes,

Example Influenza A Subtypes

Date Subtype Notes

1918 H1N1 pandemic of "Spanish" flu

1957 H2N2 pandemic of "Asian" flu

1962 H2N2 epidemic

1964 H2N2 epidemic

1968 H3N2 pandemic of "Hong Kong" flu

1976 H1N1 swine flu in recruits

Seasonal Influenza, Human Toll

In the U.S., each year•an estimated 25–50 million cases of seasonal flu •leading to 150,000 hospitalizations •and 30,000–40,000 deaths yearly.

Extrapolated to the rest of the world:•1 billion cases of flu, •3–5 million cases of severe illness•and 300,000–500,000 deaths annually.

Seasonal Influenza, Monetary Toll

Recent flu cost estimates of the flu in the U.S.: •Between $71-$167 billion annually•Millions of working days lost •Medicare reimbursements costing from $750 million to $1 billion •Millions of dollars of pharmaceutical products consumed

Historical PandemicsBubonic plague in 1300s which killed twenty million people in six

years, a quarter of the total population

Asiatic flu in 1890 was noted for its very high mortality

Spanish flu in 1918 which in six months killed an estimated 25 million people

Asian flu in 1957 that caused approximately 70,000 deaths in the United States

Hong Kong flu in 1968 that is attributed to approximately 34,000 deaths in the United States

Setting the Stage

Sunday, April 19th, 2009 at 9:30PMA Spreading Flu

Module 1

Monday, April 20th, 2009 at 1:30AMThe “Swine Flu” Comes to Topeka

Questions and Issues

How is your COOP activated and utilized? Who activated the COOP? What if they are out Sick? How is your Agency prepared to react to this sudden event? How is your Agency gathering information about the current

situation in the region? From whom? 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 decisions are made about continuing operations for Monday

morning? Who makes these decisions? Does the month, day, or date of the event effect how your Agency

reacts?

Module 2

Monday, April 20th, 2009 at 8:30AMThe Flu Hits Hard

Questions and Issues

What are the priorities with respect to staff safety? What Agency mission essential functions must be performed given this

disruption? How are staff members who have potentially been exposed to the flu treated?

Are they told to stay home or made to wear a mask? How are those who elect to stay home out of fear treated? 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 if they are out sick? What equipment and resources are available for your personnel to use at home? Do your personnel have access to all necessary database, computer, and

software systems from home? How do you talk to the public? How do you talk to the Media?

Module 3

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

Questions and Issues

What Agency mission essential functions must be performed? How are staffing levels being maintained within your Agency for

critical Mission Essential Functions? How are staffing resources being allocated to State Agencies? How do you keep your supply level up? Does the fact that other Agencies are having the same staffing

problems and are unable to provide all of their normal services effect your operations?

How do you communicate with your customers (the public)? What do you tell them?

What are your sick leave and general leave policies, and how does an event like this impact these policies?

What is your Agency doing to assist staff with family recovery issues?

Successful Completion

Monday, July 29th, 2009 at 11:00AMBack in Business

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