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Blackout Table Top Exercise

Blackout Table Top Exercise. <Facilitator Name> <Organization Name> <Date>. About This Tool. This tool is the result of a collaboration between the Primary Care Development Corporation (PCDC) and the National Association of Community Health Centers (NACHC).

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Blackout Table Top Exercise

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  1. Blackout Table Top Exercise <Facilitator Name> <Organization Name> <Date>

  2. About This Tool • This tool is the result of a collaboration between the Primary Care Development Corporation (PCDC) and the National Association of Community Health Centers (NACHC). • It is intended to provide primary care centers, including community health centers, an easy to use tool to test and improve their business continuity plans. • For assistance, questions or more information on this and other business continuity and emergency preparedness tools and resources, please contact PCDC (www.pcdc.org or 212-437-3900) or NACHC (www.nachc.org or xxx-xxx-xxxx)

  3. Today’s Agenda • Review information about table top exercises • Table Top Exercise • Scenario injects • Group decision and discussion • Facilitator directed questions • Hotwash • Next Steps • After Action Report (AAR) • Corrective Action Plan (CAP)

  4. What is a Table Top Exercise (TTX) • A Tabletop Exercise, also known as a TTX, is one type of exercise held in an informal setting intended to generate discussion of various issues regarding a hypothetical, simulated emergency incident. • TTXs can be used to: • Enhance general awareness • Validate plans and procedures • Assess the types of systems needed to guide prevention of, protection from, response to, and recovery from a defined incident. • Goals of TTXs include: • Facilitating concept understanding • Identifying strengths & weaknesses • Achieving changes in attitudes.

  5. Types of Exercises

  6. Why do a TTX? • Testing the plan, not the people • Key organizational personnel discuss simulated scenarios in an informal setting • Assist in the promotion of understanding related concepts • Used to assess plans, policies, procedures or the systems employed by the organization • Highlight strengths and areas for improvement within current plans, policies and procedures

  7. Exercise Roles • Facilitator • Facilitates the exercise • Participants (Players) • Key Staff & Decision Makers • External Agencies • Elected / Appointed Officials • Evaluators • Observe behavior in relation to plans & procedures • Record Information without leading Players • Report observations • Observers • Observe exercise; No interaction in exercise play

  8. Hotwash, After Action Report (AAR), & Corrective Action Plan (CAP) • Hotwash • A debrief with the exercise planning team, controllers & evaluators held immediately following the exercise. • Allows controllers and evaluators to collect observations and thoughts about the conduct of the exercise which leads to the development of preliminary analyses of exercise observations. • After Action Report (AAR) • Chronological narrative of discussion for each capability & associated activities • Highlight both strengths and areas for improvement • Identify discussion points relevant to your site’s ability to carry out the activities • Demonstrate the capabilities being exercised • Corrective Action Plan (CAP) • Corrective actions are the concrete, actionable steps outlined in improvement plans that are intended to resolve preparedness gaps and shortcomings experienced in exercises or real-world incidents.

  9. TTX Objectives & Capabilities • For the purposes of this Table Top, our site is focused on testing the following capabilities: • The objectives of today’s Table Top are: • Describe 1-3 capabilities of your BCP that you are testing for this TTX. • Capabilities can include certain business processes, BIA’s, or disruptive action policies • Be sure to delete this box prior to the TTX • Describe 1-3 SMART goals for the exercise. • SMART stands for Specific, Measurable, Achievable, Realistic and Timely • Be sure to delete this box prior to the TTX

  10. TTX Intent • This tabletop exercise was specifically developed to identify gaps in business continuity plans • The intent of this TTX will be to specifically target the discussion of business continuity operations and response to an emergency event. • Processes, discussion and decision-making are more important than minute details.

  11. BCP Topics to Consider During TTX • BIA Report • HVA Report • Incident Management Plan • Communications Plan • Emergency Notification Plan • Risk Communications Policy • Procedures • Disruption Actions • Individual Business Impact Analysis Forms • Appendices • Memorandums of Understanding (MOUs) • Key Contacts, Vendors & Suppliers • Other Important Documents

  12. TTX Play • Table Top Exercise • Scenario injects • Group discussion and decision • Facilitator directed questions • Hotwash • Next Steps • After Action Report (AAR) • Corrective Action Plan (CAP)

  13. Remember… • Accept the artificialities of the scenario • “Fight the problem not the scenario” • Remember you are testing the plan, not the people • There are no right or wrong answers • Consider your current plan, facility, capacity & capabilities • There will be time for group problem-solving, discussion and decision-making • Even though a TTX is a “discussion-based” exercise, you will need to make actual decisions at the end of each discussion • Makes notes on your response • Please direct all questions to the facilitator/controller

  14. TTX Scenario • Day 1 • Tuesday in August at 11:00 am • The weather is hot and sunny and the local government has issued a heat advisory for the remainder of the week • The site is experiencing a normal to high patient volume • The site is running with 80% of normal staff due to employee vacation. All systems are running smoothly

  15. TTX: Module 1 • Day 1 • Tuesday in August at 11:00 am • Suddenly the site experiences a loss of power • The interior of the site is receiving only natural light, where available • A few people yell out when the power goes out. A few of them remain agitated after the initial loss of light. • DISCUSS & DECIDE (5 minutes) • Discuss how you would response based on the above injects • Make decisions based on current plans and capabilities Photo Credit: http://phoenix.fanster.com/2009/10/29/the-sports-retorter-cardinals-fans-and-blackouts-used-to-be-a-normal-occurrence/

  16. TTX: Module 2 • Day 1 • Tuesday in August at 11:00 am • Preliminary reports are that it is a widespread black out of unknown cause. • A neighbor informs your staff that they heard the power would be restored in 1-2 hours. • Patients continue to arrive for regular appointments • Some of the patients in the building refuse to leave • Some staff have begun gathering in the reception area wondering what to do • DISCUSS & DECIDE (5 minutes) • Discuss how you would response based on the above injects • Make decisions based on current plans and capabilities

  17. TTX: Module 3 • Day 1 • Tuesday in August at 12:30 pm • The electric company is estimating power restoration in 1-2 hours • Scheduled patients continue to show up at the office for appointments • A non-patient enters the building complaining of being overheated and faint • Unconfirmed reports of libraries, child care centers, day camps, summer school, etc. are being closed and children are being sent home • DISCUSS & DECIDE (5 minutes) • Discuss how you would response based on the above injects • Make decisions based on current plans and capabilities Photo Credit: http://www.sumitomocorp.co.jp/english/news/2008/20080922_095736.html/

  18. TTX: Module 4 • Day 1 • Tuesday in August at 2:00 pm • The electric company is now estimating that power will not be restored for 24-48 hours • Fewer scheduled patients show up at the office for appointments however walk in visits due to heat issues are rising • DISCUSS & DECIDE (5 minutes) • Discuss how you would response based on the above injects • Make decisions based on current plans and capabilities Photo Credit: http://fulltimerver.com/dont-let-summer-injuries-spoil-your-rving//

  19. TTX: Module 5 • Day 3 • Thursday in August at 11:30 am • 48 hours since the initial blackout, the electric company restores power to the entire neighborhood but requests everyone to conserve energy for the remainder of the week • Paper files, reports, notes, faxes, etc. are piled up in the office • No site equipment requiring electricity has been used since the blackout • DISCUSS & DECIDE (5 minutes) • Discuss how you would response based on the above injects • Make decisions based on current plans and capabilities Photo Credit: http://www.greatcircle.com.au/2007/09/28/clean-desk-clear-head/

  20. Activity: Hotwash • What did you learn from the TTX today about your site and your BCP? • What areas of your BCP are well developed? • What areas of you BCP need improvement? • What are your next steps?

  21. Next Steps • The site will use the information gathered from the hotwash discussion to complete a draft version of the After Action Report (AAR), including a Corrective Action Plan (CAP). • The draft version will be circulated to site staff for feedback. The feedback will be incorporated into a final draft of the AAR & CAP. • Staff will meet for an After Action Conference (AAC) where the final draft will be approved and plans to implement the CAP will be adopted.

  22. QUESTIONS?

  23. <Site Logo> Contact: <Your Name> <Phone Number> <E-Mail> <Site Web Address>

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