HEALTH & MEDICAL EXERCISE AND EVALUATION PROGRAM 101. Texas Homeland Security Conference 2010 San Antonio

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1 HEALTH & MEDICAL EXERCISE AND EVALUATION PROGRAM 101 Texas Homeland Security Conference 2010 San Antonio

2 DSHS Health & Medical Exercise Program 101 Objectives: Texas Homeland Security Conference 2010 San Antonio 1. Provide participants an overview of HSEEP and the impact on DSHS programs. 2. Provide participants the common definitions and explanations of the various discussion- and operations-based exercise activities. 3. Provide participants a basic understanding of the DSHS Exercise Guidance, forms and their use.

3 Texas Homeland Security Conference 2010 San Antonio HEALTH & MEDICAL EXERCISE PROGRAM 101 HSEEP: DSHS: What & Why The Process Definitions Compliance Exercise Unit Guidance Forms/Templates Notification After Action Report/ Improvement Plan

4 What is the HOMELAND SECURITY EXERCISE & EVALUATION PROGRAM??

5 Homeland Security Exercise & Evaluation Program

6 Homeland Security Exercise & Evaluation Program Policies/Directives that Relate to HSEEP National Strategy for Homeland Security (2002) National Exercise Program (NEP) HSPD-8, National Preparedness National Preparedness System (NPS)

7 Homeland Security Exercise & Evaluation Program National Preparedness System Comprised of six documents: 1. National Preparedness Goal 2. National Planning Scenarios 3. Universal Task List (UTL) 4. Target Capabilities List (TCL) 5. National Response Plan (NRP) 6. National Incident Management System (NIMS)

8 Homeland Security Exercise & Evaluation Program Levels of Criteria for Analysis

9 Homeland Security Exercise & Evaluation Program Target Capabilities List DHS Identified 37 basic capabilities Led to capabilities-based planning Program Guidance for Homeland Security Grant Program highlights the TCL and its applicability National Preparedness Goal National Planning Scenarios Target Capabilities List Universal Task List Capabilities- Based Planning

10 Homeland Security Exercise & Evaluation Program Universal Task List The UTL was developed based on the National Planning Scenarios and the 37 identified capabilities Comprehensive, integrated menu of essentials tasks for major events required to achieve the target capabilities, Over 3,000 tasks identified National Preparedness Goal National Planning Scenarios Target Capabilities List Universal Task List Capabilities- Based Planning

11 The 5 Major Accomplishments of the Exercise Process 1. Establish the foundation for the exercise 2. Design & development of an exercise 3. Conduct of the exercise 4. Evaluation of performance during the exercise 5. Improvement planning & implementation

12 A1 - Establish the Foundation 1. Review the current emergency operating plan (and Hazards Vulnerability Assessment HVA) 2. Conduct an exercise needs assessment 3. Conduct an exercise capability assessment 4. Define the exercise scope 5. Select the Exercise Type and Hazard

13 A1 - Establish the Foundation 6. Address costs and liabilities 7. Develop a statement of purpose 8. Obtain executive authorization 9. Announce the exercise

14 A2 Exercise Design & Development 1. Identify the exercise participants and players 2. Design & develop the exercise 3. Develop the exercise control/ simulation system Control Plan 4. Develop the exercise evaluation methodology Evaluation Plan

15 A2 Exercise Design & Development 5. Develop the After Action Review, Report and Improvement Planning process

16 A2 Design & Develop the Exercise Concept & Objectives Meeting Initial Planning Conference Mid-Planning Conference Scenario Development Workshop Final Planning Conference

17 A3 Conduct the Exercise 1. Training for Exercise Staff 2. Player Orientation 3. Administration of the exercise

18 A4 Evaluation 1. Observe the exercise 2. Conduct exercise participant debriefings/critiques 3. Conduct an After Action Review 4. Organize and analyze all collected data 5. Conduct an After Action Conference

19 A5 Improvement Planning 1. Finalize and refine improvements to be made 2. Finalize the After Action Report to include the Improvement Plan and distribute 3. Monitor and track implementation

20 Definitions of the Exercise Activities Discussion-Based Exercises: Used as a starting point in the HSEEP building-block approach Includes: Seminars, Workshops, Tabletop Exercises, and Games

21 Definitions of the Exercise Activities Seminars: Are informal discussions used to orient participants to, or provide an overview of authorities, plans, polices procedures, etc This type of activity is a good starting point for developing or making changes to plans and procedures. Workshops: Workshops focus on achieving or building a product. They can be employed in the exercise development process to determine objectives, scenario and define evaluation criteria.

22 Definitions of the Exercise Activities Tabletop Exercises (TTX): Involve key personnel discussing a hypothetical scenario in an informal setting. TTXs can be used to assess plans, policies, and procedures or the systems needed to guide the prevention of response to, and recovery from an specific incident.

23 Definitions of the Exercise Activities Operations-Based Exercises: Operations-based exercises are used to validate plans, policies, procedures, facilities, resources, personnel and training in an operational, real-time environment. Includes: Drills, Functional Exercises (FE), and Full-Scale Exercises (FSE)

24 Definitions of the Exercise Activities Drills: Are a coordinated, supervised activity usually employed to validate a single, specific operation or function in a single agency or organizational entity. Typical attributes of a drill are: A narrow focus, measured against established standards, Immediate feedback, and Performance is in isolation

25 Definitions of the Exercise Activities Functional Exercises FE: A FE is designed to validate and evaluate individual capabilities, multiple functions, activities within a function or interdependent groups or functions. A FE simulates the reality of operations by presenting complex and realistic problems linked to a scenario that require rapid (real-time) and effective responses. More to come

26 Definitions of the Exercise Activities Functional Exercises FE: Functional Exercises require the use of a control/ simulation group to simulate all entities and individuals not actively participating in the exercise. FEs focus on the staff and decisionmakers located at a coordination & control center such as an EOC, MACC, ROC, CP, etc.. All activities that would occur outside of the coordination & control center are simulated. This includes field response assets.

27 Definitions of the Exercise Activities Full-Scale Exercises (FSE): The FSE is the most complex type of exercise. FSEs are multiagency, multi-jurisdictional and multiorganizational exercises that validate many facets of preparedness. FSEs are conducted in real-time using, not only the coordination & control center, but actual responding field assets and resources as well.

28 DHS HSEEP: HSEEP Compliance adherence to specific processes and practices for exercise program management and exercise design, development, conduct, evaluation and improvement planning. Four specific performance requirements are established in HSEEP Policy and Guidance Documentation.

29 HSEEP Compliance DHS HSEEP 1. Conduct an annual Training and Exercise Plan Workshop (TPEW), and maintain a Multi-Year Training & Exercise Plan (TEP), 2. Plan and Conduct Exercises in accordance with the guidelines set forth in HSEEP Policy,

30 HSEEP Compliance 3. Develop and submit a properly formatted After Action Report/Improvement Plan, and 4. Track and document the implementation of corrective actions identified in the AAR/IP

31 HSEEP Compliance As per the FEMA HSEEP Office, HSEEP provides a framework for the exercise process.

32 HSEEP Compliance Texas DSHS HMEEP: 1. Conduct an annual Training and Exercise Plan Workshop (TEPW), and maintain a Multi - Year Training & Exercise Plan (TEP), A.Each LHD, HSR, RAC and healthcare facility and entity receiving grant funding should conduct an internal TEPW. B. Each HSR and RAC sponsors/hosts a Regional TEPW

33 HSEEP Compliance Texas DSHS HMEEP: 1. Conduct an annual Training and Exercise Plan Workshop (TEPW), and maintain a Multi - Year Training & Exercise Plan (TEP), C. The Regional TEPs are provided to the DSHS E-Team (and, for PHEP, SharePoint) via at PreparednessExercise@dshs. state.tx.us

34 HSEEP Compliance Texas DSHS HMEEP: 2. Plan and conduct exercises in accordance with the guidelines set forth in HSEEP policy. The components and concepts of the HSEEP process are intended to provide a framework for exercise planning and coordination activities.

35 HSEEP Compliance Texas DSHS HMEEP: 3. Develop and submit a DSHS Notification of Exercise/Event form and properly formatted After Action Report / Improvement Plan The DSHS E-Team has developed an HSEEP compliant AAR/IP for use by PHEP and HPP participants to report Exercise and/or actual responses.

36 HSEEP Compliance Texas DSHS HMEEP: Develop and submit a properly formatted After Action Report / Improvement Plan There is a Short-Form AAR that is used to report the PHEP/SNS required drills that use the DSNS Data Collection forms required by the CDC.

37 HSEEP Compliance Texas DSHS HMEEP: 4. Track and implement the corrective actions identified in the AAR/IP. The DSHS E-Team has provided a very rudimentary paper-based form for use in tracing implementation. The HSEEP Tool Kit provides a Corrective Action Program (CAP) system.

38 Community Preparedness Section Preparedness Coordination Branch Exercise Unit Exercise Guidance, Notification of Exercise/Event, Exercise After Action Reports, Improvement Plans &

39 MISSION To establish and maintain a comprehensive and inclusive exercise program for the Texas Department of State Health Services that is fully compliant with the federal Homeland Security Exercise & Evaluation Program and supports the Governor s Homeland Security Strategy.

40 BACKGROUND April 2009: Exercise Unit staffing completed Initiated Review of existing DSHS exercise documents, procedures, etc. Revised and updated existing documents June July 2009: Posted draft guidance (Aug. 2009), After Action Report/Improvement Plan Monitored suggestions/requirements provided Reviews and corrections made in collaboration with program managers at DSHS HQ October 2009 Developed and posted a Multi-Year Training & Exercise Plan Template for use by both PHEP/SNS and HPP

41 BACKGROUND January 2010 (V1.2): Documents & Templates are updated and posted to: Quarterly & Semi-annual reviews will continue to be conducted for program and regulatory updates

42 Exercise Guidance Exercise Contractors & Contractor Waiver Requirements: (Exercise Guidance (pg. 3-5) TEEX/NERRTC Identified for exercises (pg. 3) Use of alternate contractors (pg. 4) Filing of request for a waiver (pg. 4&5)

43 Exercise Guidance Exercise Notification and Reporting (pg. 7) Notification of Exercise Form (Aug. 2009, V1.0) Submitted 60 days prior to scheduled exercise activity (all discussion-based, to include tabletops as well as drills and functional exercises) Full-scale exercises: Initial submissions 120 days prior to exercise date, updates submitted 60 days prior to exercise date

44 Exercise Guidance Exercise Notification and Reporting (pg.8-9) Updated AAR/IP template format (Jan V1.2) Submitted 60 days following the conclusion of the exercise. For PHEP/SNS Drills conducted using the DSNS (RAND) Data Collection form, the forms and a completed short-form AAR/IP are to be posted to SharePoint AND ed to the Exercise Unit s (E-Team) box. More to follow

45 Exercise Guidance Tab A: Grant Funded Systems and Capabilities to be exercise. Tab B: Homeland Security Exercise & Evaluation Program (HSEEP) Compliance (Discusses Annual Training & Exercise Plan Workshop and Multi-Year Training & Exercise Plan) Tab C: National Exercise Schedule Tab D: Exercise Definitions Tab E: Acronyms Tab F: HSEEP/Exercise Training Opportunities

46 DSHS Exercise Program Documents Notification of Exercise/Event After Action Report

47 Notification of Exercise / Event Exercise Definitions are located in Exercise Guidance, Tab C (pgs ) Guidance on Contractors and Contractor Waiver requirements (pages 3 thru 5)

48 Notification of Exercise / Event (cont)

49 Tab A: Grant Funded Systems and Capabilities to be exercise. Center for Disease Control & Prevention (CDC): This worksheet is designed to assist you in documentation of systems and capabilities tested and validated during the exercise. Place an X in the Yes column to identify the public health response system to be exercised

50 Tab A: Grant Funded Systems and Capabilities to be exercise. Center for Disease Control & Prevention (CDC) (cont): This worksheet is designed to assist you in documentation of systems and capabilities tested and validated during the exercise. Place an X in the Yes column to identify the public health response system to be exercised

51 Tab A: Grant Funded Systems and Capabilities to be exercise. Assistant Secretary of Preparedness & Response (ASPR): This worksheet is designed to assist you in documentation of systems and capabilities tested and validated during the exercise. Place an X in the Yes column to identify the public health response system to be exercised

52 Tab B: Homeland Security Exercise & Evaluation Program (HSEEP) Compliance (pages 21 26)

53 After Action Report /Improvement Plan

54 After Action Report /Improvement Plan The After Action Report (AAR) is normally the responsibility of the exercise evaluation team. The AAR is a record of what happened during the exercise, and this document is used to implement changes and improve jurisdictional capabilities. The AAR is a tool used to provide feedback to participants on their performance during an exercise. The AAR serves to summarize what happened, analyze performance of activities, analyze demonstrated capacity to accomplish overall capability outcomes, and recommend improvements where applicable based on the analysis.

55 After Action Report /Improvement Plan The Improvement Plan (IP) is typically an attachment to the AAR. This is where each participating facility, organization or entity identifies the improvements to be made, assigns an office of primary responsibility (OPR) and establishes a suspense date for the completion of the implementation.

56 After Action Report / Improvement Plan To be used to report all Drill, Tabletop, Functional and Fullscale exercises being paid for with grant dollars or to fulfill a state or federal grant requirement Drills that have a DSNS Data Collection Form, are to use these forms (Rand data collection forms) along with the short-form AAR/IPs and upload them to the SNS SharePoint AND, to the E-Team at: PreparednessExercise@dshs.state.tx.us To be used to report all actual responses - particularly if used to fulfill grant requirements. May be used to report any exercises conducted, or that an entity was a participant in. May be used by local emergency management to report exercise to TDEM.

57 After Action Report /Improvement Plan After Action Report Instructions (web page) Report Cover Handling Instructions Exercise AAR/IP POC Exercise Detail Executive Summary Section 1: Exercise Overview Section 2: Exercise Design Summary Section 3: Conclusion Improvement Plan

58 After Action Report /Improvement Plan Tab A: Exercise Participant Rosters Health & Medical (Local) Health & Medical (State) Health & Medical (Federal) Non-Health & Medical State Level Response Non-Health & Medical Federal Local Gov. Emergency Management, Fire, Police Tab B: Grant Funded Systems & Capabilities.

59 After Action Report /Improvement Plan Short-Form To meet the CDC requirements for reporting drills the DSHS Short-Form AAR/IP uses the following from the DSHS AAR/IP: Cover Handling Instructions/POC/Detail page Executive Summary Improvement Plan This Short-Form AAR/IP is to be attached to the DSNS Data Collection forms.

60 After Action Report /Improvement Plan Best Practices for Writing Recommendations for the AAR Don t be afraid to make honest recommendations; improvement is the primary goal of exercises. Recommend a specific action that can be implemented and measured. Use action verbs. Indicate who (which agency) should take responsibility for implementation. Recommendations should flow from the observations and analysis. Make each recommendation a stand-alone statement that can be understood without referring to the text; spell out acronyms. Check for consistency; resolve issues that lead to conflicting recommendations. Indicate where performance was good or adequate and no recommendations were needed.

61 After Action Report /Improvement Plan Best Practices for Writing Recommendations for the AAR Developing Recommendations for Discussion-Based Exercises What changes need to be made to the discussed plans and procedures to improve capabilities? What changes need to be made to organizational structures to improve communication? What changes need to be made to leadership and management processes to improve communication? What training is needed? What changes to equipment are needed? What lessons can be learned to approach a similar problem in the future?

62 After Action Report /Improvement Plan Best Practices for Writing Recommendations for the AAR Developing Recommendations for Operations-Based Exercises What changes need to be made to plans and procedures to improve performance? What changes need to be made to organizational structures to improve performance? What changes need to be made to leadership and management processes to improve performance? What training is needed to improve performance? What changes to equipment are needed to improve performance? What lessons can be learned to approach a similar problem in the future?

63 Tab A: Exercise Participant Rosters Health & Medical (Local)

64 Tab A: Exercise Participant Rosters (cont.) Health & Medical (State) Health & Medical (Federal) Non-Health & Medical State Level Response

65 Tab A: Exercise Participant Rosters (cont.) Non-Health & Medical State Level Response Non-Health & Medical Federal Local Government, Emergency Management, Fire, Law Enforcement, etc.

66 PLANNING & EXERCISE UNIT MEMBER ASSIGNMENTS

67 Planning & Exercise Team Assignments P Shannon Smalls E Annette VandeWerken HSR - 1, 7 and 9/10 TSA/RACs A B I J K L M N O Dallam ShermanHansfordOchiltreeLipscomb Hartley MooreHutchinsonRobertsHemphill Carson Oldham Potter Gray Wheeler B A Armstrong Deaf Smith Randall Donley Collingsworth 1 Parmer Castro Swisher Briscoe Hall Childress Bailey Lamb Hale Floyd Motley Cottle CochranHockleyLubbock Crosby Dickens Yoakum Terry Gaines Andrews Lynn Garza Kent Dawson Borden Scurry Martin Howard King P Karen Verser E Steve Trogdon HSR - 2/3, and 4/5N TSA/RACs C F D G Hardeman E H Wilbarger Foard Wichita Clay C Montague Lamar Knox Baylor Cooke Grayson Red River Archer Fannin Delta Bowie Denton Collin F Throckmorton FranklinTitus 2/3 Wise StonewallHaskell Hunt Hopkins Morris Cass Jack Camp Young E Rockwall Rains Dallas Fisher Jones Parker Tarrant Wood Upshur Marion StephensPalo Pinto D Shackelford Kaufman Harrison Van Zandt Hood Johnson Ellis 4/5 N Mitchell Nolan Taylor CallahanEastland ErathSomervell Henderson Rusk Panola Navarro G Comanche AndersonCherokee Shelby ColemanBrown Freestone Nacogdoches San Augustine Sabine Houston Angelina Trinity H El Paso Hudspeth I Hill Loving Ector Glasscock Winkler Midland Coke Bosque Sterling Runnels Hamilton M Culberson Ward Tom Green Upton Mills McLennan Limestone Crane Reeves Reagan Irion Concho Coryell Falls Leon McCulloch Lampasas 9/10 K L San Saba Bell RobertsonMadison Schleicher Menard J 7 Jeff Davis Burnet Crockett Mason Llano Williamson Milam Brazos N Pecos Grimes Sutton Kimble Burleson Blanco O Lee Terrell Travis Washington Presidio Hays Bastrop Fayette Brewster Caldwell CONTACT INFO. Priscilla Boston: priscilla.boston@dshs.state.ts.us 512 / , ext Shannon Smalls: shannon.smalls@dshs.state.tx.us 512 / , ext Steve Trogdon: steve.trogdon@dshs.state.tx.us 512 / , ext Annette VandeWerken: annette.vandewerken@dshs.state.tx.us 512 / , ext Karen Verser: karen.verser@dshs.state.tx.us 512 / , ext Gary Weeks: gary.weeks@dshs.state.tx.us 512 / , ext Val Verde Webb T 11 Starr U Jim Wells Duval ZapataJim HoggBrooks Kenedy Hidalgo V Nueces Kleberg Willacy Cameron Walker Polk San Jacinto P Priscilla Boston E Gary Weeks HSR - 6/5S, 8 and 11 TSA/RACs P Q R S Tyler Jasper Newton Montgomery Hardin Gillespie Liberty Orange Harris Kerr Waller R Edwards Austin Jefferson Kendall Real Comal Q6/5 S Chambers Bandera Colorado Medina Bexar Guadalupe Fort Bend Gonzales Galveston Kinney Uvalde Lavaca Wharton Brazoria P 8 Wilson De Witt S Maverick Jackson Zavala Frio Atascosa Karnes Matagorda Victoria Goliad Calhoun Dimmit La SalleMcMullen Bee Refugio Live Oak Aransas San Patricio T U V Note: Map break points follow TSA/RAC dividing lines. HSR and LHD staff should contact the staff personnel assigned based on the colored or shaded area. (e.g. Jasper-Newton counties contact Gary Weeks or Megan Palko)

68 DSHS Exercise Unit Annette VandeWerken - Annette.VandeWerken@dshs.state.tx.us 512 / , ext Assigned: HSRs - 1, 7 & 9/10 and TSAs A, B, I, J, K, L, M, N & O Gary Weeks - Gary.Weeks@dshs.state.tx.us 512 / , ext Assigned: HSRs 6/5S, 8 & 11 and TSAs P, Q, R, S, T, U & V Steve Trogdon - Steve.Trogdon@dshs.state.tx.us 512 / , ext Assigned: HSRs 2/3 & 4/5N and TSAs C, D, E, F, G & H

69 DSHS Exercise Unit

70 Useful Web Sites DSHS, Exercise Documents: DSHS Emergency Management Plans Texas Division of Emergency Management Plan and Annexes Homeland Security Exercise and Evaluation Program (Home page) Must be a registered user for the following compartments of HSEEP HSEEP Toolkit National Exercise System (NEXS) System Design and Development System (DDS) Corrective Actions Program (CAP) Multi-Year Training and Exercise Lessons Learned and Information Sharing (LLIS) Much of LLIS requires you to be a registered user

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