Identify Driver(s)
Contract
Specific wording concerning exercise.
Grant
What was stated in the Grant/Application?
Code/Legislative Requirement
What does the code/legislation state and require?
Political
For what specific purpose?
Internal
What is motivating this change?
Identify Stakeholders
Establish Stakeholder’s List
Name
Organization
Contact Information
Position
Identify Funding Streams
Discretionary
General Fund - Budgeted for Exercise
Grant Funding
Identify Scope of Exercise
Who will be the lead agency?
Who are the participants?
Road
Rail
Mass Transit
Public Works
First Responders: Police, Fire, EMS
Emergency Management
Jurisdictions Involved
Special District
Local: City, County
Regional, MPO
State
Federal
Identify Scenario Restrictions
Establish Charter
Identify Exercise Director
Internal and External Restrictions
HSEEP Compliance
Identify Goal and Objective(s) of Exercise
Planning Process – Workshop Exercise
Establish Design Team
Technical (field)
Procedural (management)
Legal
Site Selection
Bathroom Facilities
Seating
Audio/Visual
Safety Plan
Medical/Fire
Resources List and Their Sources
Handouts
Background
Location Description/Map
Existing Plans
Scenario
Scenario Development
Goal/Objective(s) Addressed
Realistic/Believability by Participants
Location Set-Up and Tear-Down plan
(who brings what; sets it up/takes it down)
Check-In/Out
Audio/Visual
Directions (email, mail, handouts)
Exercise Documentation
Print
Suggested Meeting Agenda Topics – Workshop Exercise
Meeting 1
Goal and Objectives – Develop
Location – Identify options
Scenario – Discuss
Logistics/Support – Identify issues specific to this exercise
Meeting 2
Location – Report on the options, then select best option
Scenario – Develop
Evaluators and controllers – Discuss evaluation tools for goal and
objectives
Logistics/Support – Identify resources
Meeting 3
Location – Confirm date, time and point of contact
Scenario – Complete and finalize
Evaluators and Controllers – Ensure evaluation tools are synchronized to scenario and identify assignments
Logistics/Support – Confirm entities and commitment
Executing Process – Workshop Exercise
Issue Exercise Documentation (as required)
Controller Briefing (immediately prior to exercise)
Check In
Begin Exercise
Document time exercise begins
Terminate Exercise
Document time exercise ends
Controlling Process – Workshop Exercise
Controllers
Monitor and adjust exercise play
Interact with participants to address additional information requests
Documenters
Scribe(s) take notes of sessions
Photographer(s) discreetly document activities throughout
Exercise Hot Wash
Conducted by Exercise Director
Include all participants, exercise staff, controllers, exercise planners, and observers
Issue Participant Feedback Form
Thanks and Acknowledgements
Funding Source
Location Owner
Exercise Design Team
Controllers
Evaluators
Volunteers
Discuss Exercise Results (document discussion)
Goals
Objectives
Scenarios
Actions Taken
What Went Right/Wrong
Areas of Improvement
Thank participants for attendance
Collect Participant Feedback Form
Controller Debrief
Conducted by Controller immediately following Hot Wash
Ensure all controllers are included
Discuss course of exercise events
Document conversation
Submit findings to Exercise Director
Closing Process – Workshop Exercise
Exercise Director Reviews Documentation
Participant Feedback Forms
Evaluator Observation Forms
Notes from Controller Debrief
Notes from Hot Wash
Prepare Draft After Action Report
Incorporate comments related to goal and objectives
Convene After Action Conference
Invite Controllers
Review Draft After Action Report
Create Final After Action Report
Establish list of action items for inclusion in the Improvement Plan
Exercise Director Creates Improvement Plan
Each improvement element is tied to one of the core capabilities
Each improvement action is assigned to a specific organization with start/ending dates
After Action Report/Improvement Plan Submitted to appropriate authorities
Retain Improvement Plan for inclusion in Future Grant Applications
Consolidate Documentation
Place into Exercise Documentation Folder
Notes/Minutes
Other Lessons Learned from Exercise
Participant Feedback Forms
Debrief Notes
Photos
Miscellaneous Documentation
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