Situation Manual Orange County Florida

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1 Situation Manual Orange County Florida 530 Minutes Situation Manual Tabletop Exercise 1 Disaster Resistant Communities Group

2 Comeback Ordeal Start Exercise During the exercise it will be important to remember and comply with the following statements: You will need to have a copy of your department s Continuity of Operations Plan to successfully participate in this exercise. It is important NOT to jump ahead in the exercise scenario. In other words don t focus on what might happen, focus on the Common Operating Picture that is presented during the exercise to make informed decisions. In any exercise a number of assumptions and artificialities may be necessary to complete play in the time allotted. During this exercise, the following apply: 1. The scenario is plausible, and events occur as they are presented. 2. There is no hidden agenda, nor any trick questions. Exercise Basics: 1. This exercise contains a total of 28 scenario and inject pages. 2. The exercise is self-paced and it should take your team approximately three hours to complete. However, based on the time your team spends on each scenario and inject your team may complete the exercise in under three hours or it may take much longer than three hours for your team to complete the exercise. 3. There is a scheduled 15 minute break approximately half way through the exercise. Thoroughly review all scenario information and injects as they are presented during the exercise. Identify one individual to be responsible for controlling the computer and inputting responses to the exercise injects. After the exercise each registered participant will receive an directing them to log into the ONX System to complete their individual Hotwash to access their Certificate of Participation. If you need assistance anytime during the exercise please call the Help Desk at: Phone Number Account Number # 20 Minutes Situation Manual Tabletop Exercise 2 Disaster Resistant Communities Group

3 Comeback Ordeal Inject # 001 Image of HVA Normal Daily Operations Has the health department completed a Hazard Vulnerability Assessment for its facilities? If the above answer is yes. Briefly describe the department s vulnerability to a commercial fire. Yes No Identify and list four other hazards to which the department is vulnerable and rank the department s vulnerability to each of the identified hazards. Hazard # 1: Vulnerability to Hazard # 1: High Medium Low Hazard # 2: Vulnerability to Hazard # 2: High Medium Low Hazard # 3: Vulnerability to Hazard # 3: High Medium Low Hazard # 4: Vulnerability to Hazard # 4: High Medium Low 20 Minutes Situation Manual Tabletop Exercise 3 Disaster Resistant Communities Group

4 Comeback Ordeal Inject # 002 Image of Fire Drill Normal Daily Operations Does the health department conduct regular fire drills? If the above answer is yes. List the date of the last drill. Yes No If the above answer is no. Describe why fire drills are not conducted. Identify the individual by name and title that is responsible for determining when fire drills occur. 15 Minutes Situation Manual Tabletop Exercise 4 Disaster Resistant Communities Group

5 Comeback Ordeal Inject # 003 Image of Fire Extinguisher Normal Daily Operations How prepared are the health department s employees for a fire at your facility? Contact five of your fellow staff members that are not participating in today s COOP exercise and ask the following three questions to establish the overall fire readiness level of the department s employees: # 1: Do you know the location of the nearest fire extinguisher to your work station? # 2: Do you know the location of the nearest fire exit to your work station? # 3: Do you know the rally point for employees once the building has been evacuated? Of the staff members contacted how many know where the nearest fire extinguisher is located? Of the staff members contacted how many know the closest fire exit from the building? Of the staff members contacted how many know the employee evacuation rally point? Using the above information what percentage of the department s employees are ready for a fire at your facility? Identify actions that can be taken to better prepare the department s employees for a fire. 20 Minutes Situation Manual Tabletop Exercise 5 Disaster Resistant Communities Group

6 Comeback Ordeal Inject # 004 Image of Training Normal Daily Operations Disaster Preparedness / Response / Recovery Training Training Type Are all new employees introduced to the health department s disaster preparedness / response / recovery plans, including its Continuity of Operations Plan, during their job orientation? Analysis Yes No Unsure Have all employees received training on the department s various disaster plans? Yes No Unsure Are employees cross-trained in job responsibilities wherever possible? Yes No Unsure Has First Aid / CPR / AED training be made available to all employees? Yes No Unsure List any additional disaster preparedness / response / recovery training in which the department requires its employees to participate. 20 Minutes Situation Manual Tabletop Exercise 6 Disaster Resistant Communities Group

7 Comeback Ordeal Scenario # 005 No Image Structural Fire At 10:37PM on Sunday a motorist driving past 832 West Central Boulevard in Orlando notices smoke coming from a vent on the top of the building. Using his cell phone the motorist calls to report a fire. Within several minutes of notification the fire department arrives. Upon sizing up the scene and establishing an Incident Command firefighters begin to battle the conflagration that is consuming your building. Video Library General # 17 Health Care Center Fire CLICK ON VIDEO TO PLAY 10 Minutes Situation Manual Tabletop Exercise 7 Disaster Resistant Communities Group

8 Comeback Ordeal Scenario # 006 No Image Structural Fire Because the fire is proving more difficult to extinguish than originally thought, the Incident Commander asks for additional resources. A second alarm is sounded and the supplementary firefighters and equipment arrive. It takes another 21 minutes before the fire is extinguished. Video Library General # 18 Health Care Center Fire CLICK ON VIDEO TO PLAY 10 Minutes Situation Manual Tabletop Exercise 8 Disaster Resistant Communities Group

9 Comeback Ordeal Scenario # 007 Image of Media Monday 7:14AM Early Morning News Coverage An electrical fire on Sunday evening caused an estimated $450,000 in damage to the building housing the health department. According to Fire Chief Daniel Jones, The fire started in the eastern wing of the building which was heavily damaged. The rest of the building suffered smoke and water damage. It is currently not known when or if the health department will be able to return to normal operations. 10 Minutes Situation Manual Tabletop Exercise 9 Disaster Resistant Communities Group

10 Comeback Ordeal Inject # 008 Image of Employees Monday 7:49AM The first arriving staff members are shocked to see that their workplace has been severely damaged. They stand in the parking lot waiting for someone to give them direction as to what they should do. What instructions will be given to the staff members following the fire? 20 Minutes Situation Manual Tabletop Exercise 10 Disaster Resistant Communities Group

11 Comeback Ordeal Scenario # 009 Image of Fire Damage COOP Operations Day 1 Preliminary Damage Assessment The fire caused major damage to the administrative portion of the building in which the health department is housed. The administrative area contains accounting, management, information technology and central records. Most of the rest of the facility sustained heavy smoke damage along with moderate water damage. All utilities (electric, water, gas, cable and phone) have been disconnected due to the fire. 10 Minutes Situation Manual Tabletop Exercise 11 Disaster Resistant Communities Group

12 Comeback Ordeal Inject # 010 Image of Command COOP Operations Day 1 Does the health department have a plan as to how it will respond to and recover from a commercial fire? If the above answer is yes. Briefly describe the concept of operations outlined in the plan. Yes No Identify the title and name along with primary and secondary phone numbers for three of the individuals who are responsible for the plan s implementation. Primary Individual: Secondary Individual: Tertiary Individual: Identify the title and name along with primary and secondary phone numbers for three of the individuals who are responsible for command and control of the plan upon its implementation. Primary Individual: Secondary Individual: Tertiary Individual: What is the upper limit of the financial authority for the individuals responsible for managing the health department s response and recovery operations? 20 Minutes Situation Manual Tabletop Exercise 12 Disaster Resistant Communities Group

13 Comeback Ordeal Inject # 011 Image of Operations Management COOP Operations Day 1 In addition to command and control identify three specific operations management (leadership) roles and briefly describe the activities associated with each role. Role # 1: Role # 2: Role # 3: 20 Minutes Situation Manual Tabletop Exercise 13 Disaster Resistant Communities Group

14 Comeback Ordeal Inject # 012 Image of Responsibility COOP Operations Day 1 In the aftermath of the fire it will be important that all employees assist with various activities associated with responding to and recovering from the disaster. Do all of employees have a disaster response and / or recovery role assigned to them within the department s Continuity of Operations Plan? If the above answer is no. Explain why all employees are not assigned a COOP role. Yes No If the above answer is yes. Describe two general disaster response and / or recovery responsibilities that are incorporated into each employee s job description. Responsibility # 1: Responsibility # 2: 20 Minutes Situation Manual Tabletop Exercise 14 Disaster Resistant Communities Group

15 Comeback Ordeal Inject # 013 Image of Damage COOP Operations Day 1 Briefly describe how the health department will conduct a Needs Assessment. Briefly describe how the health department will conduct Damage Assessment. (Note: Sample Damage Assessment Forms Building Building Contents) Have the department s employees been trained on how to conduct Needs and / or Damage Assessment? Does the department have forms for collecting important Needs and / or Damage Assessment information? If the above answer is yes. Identify the location in which the forms are stored. Yes Yes No No 15 Minutes Situation Manual Tabletop Exercise 15 Disaster Resistant Communities Group

16 Comeback Ordeal Inject # 014 Image of Communications COOP Operations Day 1 As employees are not able to resume work immediately after the fire many go home waiting for additional instructions as to what they should do next. Does the health department have at least two methods of contacting its employees when they are not in the office? If the above answer is yes. Describe the two methods. Method # 1: Yes No Method # 2: Does the department have a printed copy of its employee contact list? Yes No If the above answer is yes. When was the last time the list was reviewed and up-dated? Identify the individual by title and name that is responsible for maintaining the list. Where is the list stored and who has access to it? Is a copy of the list stored outside of the office? Yes No If the above answer is yes. Identify the location outside of the office where the list is stored. Does the department have an electronic copy of its employee contact list? Yes No Situation Manual Tabletop Exercise 16 Disaster Resistant Communities Group

17 If the above answer is yes. Where is the list stored and who has access to it? 20 Minutes Situation Manual Tabletop Exercise 17 Disaster Resistant Communities Group

18 Comeback Ordeal Inject # 015 Image of Information COOP Operations Day 1 Upon implementing the health department s Continuity of Operations Plan one of the first things you do is access a flash drive containing an electronic version of the department s Drive Away Kit. Several employees are responsible for maintaining an electronic version of the Drive Away Kit on a flash drive that they keep with them at all times. Identify the information that is contained in the health department s Drive Away Kit. 20 Minutes Situation Manual Tabletop Exercise 18 Disaster Resistant Communities Group

19 Comeback Ordeal Inject # 016 Image of Resources COOP Operations Day 1 In the aftermath of the fire is it imperative that the health department focuses on maintaining its mission essential functions? Itemize the department s mission essential functions. Yes No Itemize the resources (Supplies / Equipment / Space / Staff) that you will need to carry out your mission essential functions. 20 Minutes Situation Manual Tabletop Exercise 19 Disaster Resistant Communities Group

20 Comeback Ordeal Inject # 017 Image of Incident Action Plan COOP Operations Day 1 Prepare a prioritized action plan (Incident Action Plan) outlining in detail activities that will need to be undertaken based on current information and planning assumptions for the next FIVE DAYS. In preparing the Incident Action Plan (IAP) list any equipment, supplies and / or human resources that will be needed to undertake the activity. (Note: It will be important to prepare a phased approach to developing the IAP. Remember everything associated with COOP implementation cannot be completed on the first day.) (See the following Example) Day One Activity: Make contact with all staff members that were instructed to go home to provide them with information regarding their role in the Continuity of Operations Plan. / Equipment: Phone Day One Day Two Day Three Day Four Day Five 30 Minutes Situation Manual Tabletop Exercise 20 Disaster Resistant Communities Group

21 Comeback Ordeal Inject # 018 COOP Operations Day 2 Are there any governmental regulatory implications associated with the health department s ability or inability to remain operational in the aftermath of the fire? If the above answer is yes. Identify and list the regulations. Image of Contact Yes No Unsure Will the department be able to fulfill the identified governmental regulations? Yes No What are the implications if the department can't fulfill the identified governmental regulations? Are there any contractual implications associated with the department s ability or inability to maintain operations in the aftermath of the fire? If the above answer is yes. Identify and list the contractual agreements. Yes No Unsure Will your department be able to fulfill the identified contractual agreements? Yes No What are the implications if the department can't fulfill the identified contractual agreements? 20 Minutes Situation Manual Tabletop Exercise 21 Disaster Resistant Communities Group

22 Comeback Ordeal Inject # 019 Image of Fire Clean-Up Activities COOP Operations Day 2 Much of the facility housing the health department has been damaged by fire, smoke and water. Should health department employees coordinate clean-up teams to remove, dispose of or salvage supplies, equipment, records from the fire damaged facility? If the above answer is yes. Identify the individual by name and title that will be in charge of this activity? Yes No Does the department have the proper supplies and personal protection equipment for employees to safely undertake this activity? List five items (supplies and / or personal protection equipment) that will be needed to safely undertake clean-up activities. Yes No If the department s employees are not allowed to perform clean-up activities, identify who will provide this service by providing their name and phone number. 20 Minutes Situation Manual Tabletop Exercise 22 Disaster Resistant Communities Group

23 Comeback Ordeal Inject # 020 Image of Employees COOP Operations Day 3 The health department s employees are beginning to worry if they will be receiving their next pay check. In addition, many don t believe that they will even have a job due to the fire. Does the department have an Employee Assistance System? Yes No If the above answer is yes. Does it provide for the following types of employee assistance in the days, weeks and months following the fire? Employee Assistance System Analysis Salary Continuation Unsure Yes No Crisis Counseling Unsure Yes No List any other Employee Assistance System initiatives that the department may have. 15 Minutes Situation Manual Tabletop Exercise 23 Disaster Resistant Communities Group

24 Comeback Ordeal Inject # 021 Image of Relocation COOP Operations Day 3 Due to the extent of damage caused to the facility by the fire it has been decided to relocate to an alternate facility. (Note: It is important to remember that most buildings have a "Maximum Occupancy" that has been determined by the local building officials and / or the fire department.) Identify the name and address of the alternate facility that would be used. Identify the point of contact name for the alternate facility along with their primary and secondary phone number. Contact the alternate facility via phone. Once contact has been made ask if the facility is available to be used as an alternate facility. Begin the conversation with THIS IS AN EXERCISE and end the conversation with THIS IS AN EXERCISE. Were you able to make contact with a representative from the alternate facility? Yes No Was the alternate facility available? Yes No If the above answer is no. Continue to identify and call alternate facilities until an appropriate location that is available has been secured. Describe the process of relocating to the alternate facility. Outline the timeline for moving to the alternate facility. Situation Manual Tabletop Exercise 24 Disaster Resistant Communities Group

25 Identify the name and title of the individual who will be responsible for overseeing the move to the alternate facility. Identify any transportation assets beyond those under the direct control of the health department that would be needed to complete the relocation to the alternate facility. Contact via phone the private company or governmental department responsible for providing the transportation assets to see if the assets are available. Begin the conversation with THIS IS AN EXERCISE and end the conversation with THIS IS AN EXERCISE. Were you able to make contact with the private company or governmental department? Yes No Were the transportation assets available? Yes No 25 Minutes Situation Manual Tabletop Exercise 25 Disaster Resistant Communities Group

26 Comeback Ordeal Inject # 022 Image of Suspended COOP Operations Day 3 Knowing that the health department may not be able to maintain all of its normal activities during the days and weeks following the fire, identify three non-essential services that can be temporarily suspended. Service # 1: Service # 2: Service # 3: 20 Minutes Situation Manual Tabletop Exercise 26 Disaster Resistant Communities Group

27 Comeback Ordeal Inject # 023 Image of Health Care Equipment / Supplies COOP Operations Day 3 During the fire much of the health department s clinical services equipment and expendable supplies were damaged or destroyed. Provide the name, contact information and list of equipment and / or supplies they provide for three of the health department s medical supplies vendors. # 1: # 2: # 3: Vendor Contact Information Medical Equipment / Supplies 20 Minutes Situation Manual Tabletop Exercise 27 Disaster Resistant Communities Group

28 Comeback Ordeal Inject # 024 Image of Agreement COOP Operations Day 3 As the health department determines the resources that will be needed to recover from the fire you begin to review assets that may be available via the Mutual Aid Agreements (MAA) that the department has entered into with like agencies or organizations. List two MAAs that the department has entered into. Identify the: Name of the agency or organization the MAA is with. Point of contact for that agency or organization including primary and secondary phone numbers. The resources that should be available via the MAA. Date that the agreement was last reviewed and approved. Agreement # 1: Agreement # 2: Contact via phone one of the above agencies or organizations. Upon making contact ask them if the resource that is identified in the MAA is available. Begin the conversation with THIS IS AN EXERCISE and end the conversation with THIS IS AN EXERCISE. Did the agency or organization that was contacted have the resource identified in the MAA? Yes No List any revisions or up-dates that need to be made to any of the MAAs. 20 Minutes Situation Manual Tabletop Exercise 28 Disaster Resistant Communities Group

29 Comeback Ordeal Inject # 025 Image of Burned Car COOP Operations Day 3 Four health department employees left town on Sunday to attend the state health department association s annual conference. They met at the department s facility and left their cars in the parking lot. During the fire three of the employee s cars were severely damaged. Is the department responsible for repairing or replacing the damaged cars? Yes No Unsure If the above answer is yes. Briefly explain why. If the above answer is no. Briefly explain why. If the above answer is unsure. Identify the individual by name and title that should be able to answer this question. 15 Minutes Situation Manual Tabletop Exercise 29 Disaster Resistant Communities Group

30 Comeback Ordeal Inject # 026 Image of Computer COOP Operations Day 3 Does the health department have documentation that outlines critical data system backups? List the department s critical data systems. Yes No Is the department s critical data backed-up off-site daily? Yes No Identify the primary employee responsible for initiating critical data system backups. Briefly describe the department s critical data backup procedures. The primary staff member responsible for critical data system backups has been out on sick leave for several days prior to the fire. Identify the secondary staff member who would have been responsible for performing critical data system backups. Briefly describe the process of retrieving critical data and restoring vital IT systems in the aftermath of the fire. 25 Minutes Situation Manual Tabletop Exercise 30 Disaster Resistant Communities Group

31 Comeback Ordeal Inject # 027 Image of Communications COOP Operations Day 4 In the aftermath of the fire should the health department attempt to make contact with its clients / patients? If the above answer is yes. Describe how this will be accomplished. Yes No Briefly outline what the department s clients / patients will be told once they are contacted. Is the department the sole source of health care for any of your clients / patients? Yes No 15 Minutes Situation Manual Tabletop Exercise 31 Disaster Resistant Communities Group

32 Comeback Ordeal Inject # 028 Image of Normal Operations COOP Operations Day 32 It has been several weeks since the fire and the health department s operations have begun to return to normal. Would the department s COOP be deactivated at this point? Yes No If the above answer is yes. Briefly describe the deactivation process. If the above answer is no. Identify at what point the COOP would be deactivated. Identify the name and title of the individual who will be responsible for making the decision to deactivate the COOP. 15 Minutes Situation Manual Tabletop Exercise 32 Disaster Resistant Communities Group

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