EXERCISE EVALUATOR COURSE PowerPoint Presentation

Slide 1 -

HSEEP Exercise Evaluation and Improvement

Slide 2 -

ODP’s Mission Primary responsibility within the executive branch to build and sustain the preparedness of the US to reduce vulnerabilities, prevent, respond to, and recover from acts of terrorism (Homeland Security Act).

Slide 3 -

ODP’s Responsibilities Grant programs for planning, equipment, training and exercises National training program National exercise program

Slide 4 -

Grant Programs State Homeland Security Program Law Enforcement Terrorism Prevention Program Citizen Corps Program Urban Areas Security Initiative Program Fire Fighter Assistance Program

Slide 5 -

State Homeland Security Program Purpose: to enhance capacity of states and locals to prevent, respond to, and recover from terrorism Provides funds for Homeland security and emergency operations planning The purchase of specialized equipment CBRNE and cyber security training programs CBRNE and cyber security exercises State Homeland Security Assessments and Strategies

Slide 6 -

Law Enforcement Terrorism Prevention Program Provide law enforcement communities with funds to support the following prevention activities: Information sharing to preempt terrorist attacks Target hardening Recognition of potential or developing threats Interoperable communications Intervention of terrorists before they can execute a threat Planning, organization, training, exercises, and equipment

Slide 7 -

Citizen Corps Program Provides funds to support Citizen Corps Councils with planning, outreach, and management of Citizen Corps program and activities Form and sustain a Citizen Corp Council Engage citizens in homeland security Conduct public education and outreach Develop and implement Citizen Corps programs Coordinate Citizen Corps activities with other DHS funded programs and other federal initiatives

Slide 8 -

Urban Areas Security Initiative Program Address the unique needs of large urban areas – 50 cities Conduct jurisdictional assessment and develop Urban Area Homeland Security Strategy. Funds for planning, equipment, training, exercise, and administration and operational activities related to heightened threat levels

Slide 9 -

Fire Fighter Assistance Protect public and fire fighters against fire and fire-related hazards Fire fighting Operations and Safety Fire Prevention Fire fighting Vehicles

Slide 10 -

Strategy Process Overview END RESULT = Capability Improvements Statewide Homeland Security Strategy Conducted at the local and state levels Created at the regional and state level Created by ODP STEP 1 STEP 2 STEP 3 Assessments State Assistance Plan State and Urban Area use strategy to identify & allocate all HS resources

Slide 11 -

Public Health Health Care Public Works Government Administrative Private Sector Non-Profit/Voluntary Sector State and local jurisdictions All First Responder Disciplines Strategy Participants Fire Service HazMat Emergency Medical Services Law Enforcement Emergency Management Public Safety Communications

Slide 12 -

Assessment Overview Shortfalls or “Gaps” Agricultural Vulnerability Assessment * CBRNE: Chemical, Biological, Radiological, Nuclear, Explosive Planning Factors CBRNE* Scenarios Required Capabilities Current Capabilities Statewide Homeland Security Strategy

Slide 13 -

Threat Assessment Agricultural Vulnerability Assessment Threat Assessment Vulnerability Assessment Who: Local, state, and federal law enforcement officials What: Identify number of Potential Threat Elements (PTEs) Identify threat factors (existence, violent history, intentions, WMD capability, and targeting) Identify motivations (political, religious, environmental, racial, or special interest) Identify WMD capabilities (CBRNE)

Slide 14 -

Vulnerability Assessment Risk Assessment Who: All response disciplines at local, state, and federal levels What: Identify critical infrastructure/ potential targets Evaluate targets for: Level of visibility Criticality of target site Impact outside of jurisdiction Access to target Target threat of hazard Target site population capacity Potential collateral mass casualties Agricultural Vulnerability Assessment Vulnerability Assessment

Slide 15 -

The results from the risk assessment process (threat and vulnerability) provide a link to the capabilities and needs assessment process. Planning Organization Equipment Training Exercises Capabilities and Needs: Planning

Slide 16 -

State Homeland Security Strategy Developed by State based on local needs Provides blueprint for planning of homeland security efforts to enhance preparedness and for use of resources

Slide 17 -

State Assistance Plans ODP uses the strategies and needs assessment data to tailor and formulate a State/Metro Assistance Plan (SAP/MAP) for each state A SAP/MAP is a blueprint for the delivery of ODP training, exercise, technical assistance and equipment services

Slide 18 -

National Training Program Training for federal, state and local homeland security professionals Based on critical tasks to prevent, respond to or recover from a terrorist incident Over 40 courses available

Slide 19 -

ODP Training Program ODP offers more than 40 courses (Examples) Live chemical agents training – Center for Domestic Preparedness Live explosives training – New Mexico Institute of Mining and Technology Radiological and nuclear agents training – Nevada Test Site Advanced emergency medical training using human patient simulators – Texas A&M Training on bioterrorism – Louisiana State University

Slide 20 -

National Exercise Program Responsible for National Exercise Program Threat and performance-based excises at federal, state, local, and international levels Strategy and Exercise Planning Workshops to define exercise needs and plan for each state

Slide 21 -

Assess Program Success Through Exercises Performance measures for ODP’s grant, training, and exercise programs are tied to performance of critical tasks Percent of jurisdictions that can perform critical tasks as demonstrated through exercises 500,000+ population 100,000+ population 50,000+ population

Slide 22 -

Overview of HSEEP Threat- and Performance-based Exercises Cycle of exercises Increasing complexity To improve preparedness

Slide 23 -

HSEEP Manuals Volume I: Program Overview and Doctrine Volume II: Exercise Evaluation and Improvement Volume III: Exercise Development Volume IV: Sample Exercise Documents and Formats

Slide 24 -

Vol I: HSEEP Overview and Doctrine ODP’s exercise and evaluation doctrine Uniform approach for exercise design, development, conduct, and evaluation Exercise design and implementation process Suite of common scenarios (TBD)

Slide 25 -

Vol II: Exercise Evaluation and Improvement Defines exercise evaluation and improvement process Provides uniform set of evaluation guides Defines data analysis process Includes standardized After-Action Report template

Slide 26 -

Vol III: Exercise Development Defines exercise planning and design process Provides guidance for the development and conduct of various types of exercises

Slide 27 -

Vol IV: Sample Documents Provides sample letters, planning documents, checklists, scenarios, etc. Reduces development time for exercise design team

Slide 28 -

Exercise Evaluation Assess preparedness at federal, state and local levels Validate strengths and identify improvement opportunities, resulting in improved preparedness Provide guide for resource allocations

Slide 29 -

Evaluation Enhancements Focus on performance of critical tasks and mission outcomes Use of uniform evaluation tools Enhanced data analysis Debriefing meeting with key officials Improvement Plan Track implementation of improvements Suite of common scenarios (TBD)

Slide 30 -

Exercise Evaluation Methodology Development Exercise Evaluation Working Group Builds on Responder Guidelines ODP exercise experience CSEP and other programs Will continue to enhance and improve

Slide 31 -

Exercise Evaluation and Improvement Process Exercise Evaluation and Improvement Process Data Collection and Analysis Step 1 Plan & Organize the Evaluation Step 2 Observe the Exercise & Collect Data Step 3 Analyze Data Step 4 Develop After Action Report Improving Preparedness Step 5 Conduct Debriefing Step 6 Identify Improvements Step 7 Finalize After Action Report Step 8  Track Implementation Evaluation Planning, Observation, and Analysis

Slide 32 -

Levels of Analysis Performance is analyzed at three levels: Task level Agency/discipline/function level Mission level (within and across communities)

Slide 33 -

Levels of Analysis Task Level Performance Answers the question: did the person or team do the right thing the right way at the right time? Helps assess need for training, equipment, personnel, etc. Task = work with measurable output that has utility

Slide 34 -

Levels of Analysis Agency/Discipline/Function Level Performance — Multiple teams Answers the question: did the larger team or organization perform duties in accordance with plans and policies? Helps assess communication, coordination, planning budgets, etc.

Slide 35 -

Levels of Analysis Mission Level Performance Answers the question: were the mission level outcomes achieved? Addresses jurisdictional preparedness Outcomes = results

Slide 36 -

Mission Outcomes Pre-Event Emergency Response Post-Event Prevention/Deterrence Emergency Assessment Emergency Management Hazard Mitigation Public Protection Victim Care Investigation/Apprehension Recovery/Remediation

Slide 37 -

Evaluation Requirements Determine what outcomes will be evaluated, based on exercise objectives Identify activities to be evaluated Identify which functions should be observed Determine where observations will take place Identify the appropriate evaluation tools

Slide 38 -

Exercise Evaluation Guides ODP has developed Exercise Evaluation Guides that: Identify the activities that the evaluator should be observing Provide consistency in tasks across exercises Link individual tasks to disciplines and outcomes

Slide 39 -

The EVALPLAN Exercise-specific information Plans, policies, procedures, and agreements Evaluator recruiting and assignments Evaluator training and instructions

Slide 40 -

Recruiting and Assigning Evaluators Setting expectations – evaluators must be available for: pre-exercise training and briefing pre-exercise site visit the entire exercise (hours to days) post-exercise hot-wash post-exercise data analysis (1 day) contribution to the draft AAR

Slide 41 -

Recording Observations The emphasis is on Who? What? When? Where? How? Why? Record observations through: use of Evaluator Guides blank sheets of paper Collect exercise documents

Slide 42 -

Record Significant Activities Initiating scenario events Facility activities Response actions Key decisions made by Players Deviations from plans and procedures Completion time of events

Slide 43 -

Evaluator Summary Compile observations into chronological narrative of events Describe outcomes achieved or not – use questions below and evaluation guides: What happened? What was supposed to happen? If there is a difference, why? What is the impact of that difference? What should be learned from this? What improvements might be recommended?

Slide 44 -

Data Analysis Conduct Hotwash Develop timeline of significant events Analyze performance: Individuals Teams/Functions Outcomes

Slide 45 -

Hotwash Player Hotwash: Usually held immediately following exercise play Typically facilitated by the evaluator Provides opportunity for: Player self-assessment An interactive discussion Clarification of observed events Assessment of exercise simulations

Slide 46 -

Timeline Development Identify the appropriate outcome for each activity Make a team timeline of actions Focus on significant actions

Slide 47 -

Analysis of Performance Analysis of activities What tasks were to be accomplished How well were they performed Root causes of differences between expected and actual performance Recommendations

Slide 48 -

Root Cause Analysis 1. Why did it happen? 2. Why did that happen? 3. Why was that? 4. And why was that? 5. And why was that? ***Root Cause*** 6. And so on… Each step must completely explain the step above… …down to the basic underlying causal factor.

Slide 49 -

Integrated Analysis Allows further identification of: Successes and best practices New gaps and problems Root causes Recommendations for improvement Compares observations from different locations and functions

Slide 50 -

Recommendations for Improvement Questions for identifying recommendations for improvement: What training and/or equipment is needed? What changes need to be made to plans and procedures, or organization structures? What changes could be made to the management processes?

Slide 51 -

The After-Action Report (AAR) Serves as feedback tool Summarizes what happened Identifies successes and recommendations for improvement May include lessons learned to share with other jurisdictions Help jurisdictions focus resources on greatest needs

Slide 52 -

After-Action Report Prepared in two stages: Draft AAR – completed immediately after the exercise for review Community adds improvement steps/corrective actions Final AAR

Slide 53 -

AAR Format Executive Summary Part 1: Exercise Overview Part 2: Exercise Goals and Objectives Part 3: Exercise Events Synopsis Part 4: Analysis of Mission Outcomes Part 5: Analysis of Critical Task Performance Part 6: Conclusion Appendix A: Improvement Plan Matrix

Slide 54 -

Improvement Process Improving preparedness activities: Conduct exercise debrief Identify improvements Finalize AAR Track implementation Step 5 Conduct Debriefing Step 6 Identify Improvements Step 7 Finalize After Action Report Step 8 Track Implementation

Slide 55 -

Exercise Debrief Provides a forum for jurisdiction officials to: Hear the results of the analysis Validate the findings and recommendations in draft AAR Begin development of Improvement Plan

Slide 56 -

Improvement Plan Developed by local jurisdiction during debrief Identifies how recommendations will be addressed: What actions Who is responsible Timeline for completion

Slide 57 -

Finalize AAR Improvement Plan is included in final AAR Final AAR submitted to ODP through State Administrative Agency

Slide 58 -

Monitor Implementation ODP Exercise Management System (under development) will provide: Centralized calendar of exercises across the country Electronic submission of AAR/IPs to the SAA and ODP Monitoring of Improvement Plan implementation

Slide 59 -

Sharing Lessons Learned Ready-Net – Web-based, secure information network National repository for best practices and lessons learned Accessible to approved users within the response community Administered by the Memorial Institute for the Prevention of Terrorism

Slide 60 -

Benefits of HSEEP Approach Nationwide consistency More useful after action reports and improvement plans Ability of jurisdictions to focus resources on greatest needs ENHANCED PREPAREDNESS

Slide 61 -

Exercise Evaluation Training Course 2 ½ days - Exercise Evaluation methodology 6 sessions to train ODP staff and contractors as change agents (225 people) Training for SAAs Feb-May 2004 ODP Exercise Design Course being revised to deliver consistent message

Slide 62 -

Goal for Working Group Review and modify Exercise Evaluation Guides for Radiological and Biological attacks Are the right tasks identified? Do other tasks need to added? Are the conditions and typical steps logical and complete? Are the followup analysis questions the right questions to assess performance?