Situation Manual. 385 Minutes. Time Allotted. Situation Manual Functional Exercise 1 Disaster Resistant Communities Group

Transcription

1 Situation Manual 385 Minutes Situation Manual Functional Exercise 1 Disaster Resistant Communities Group

2 Resolute Response Exercise Play No Image During this exercise it will be important to remember and comply with the following statements: The objectives of this exercise include: 1. Mobilize the necessary human resources, supplies and equipment to effectively shelter individuals with special medical needs. 2. Once Special Needs Shelter operations are established effectively manage available human resources, equipment and consumable supplies before, during and after the hurricane strikes the region. 3. Determine the point at which the Special Needs Shelter operations should be closed. 4. Develop a Special Needs Shelter Discharge Plan to ensure that special needs clients are properly cared for after the shelter is closed. 5. Close the Special Needs Shelter and demobilize all human resources, equipment and consumable supplies. 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 20 scenario and inject pages. 2. There is a scheduled 15 minute break approximately half way through the exercise. 3. 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 less than three hours or it may take much longer than three hours for your team to complete the exercise. 4. All videos embedded within this exercise can be enlarged to FULL SCREEN by simply clicking on the full screen icon in the lower right hand corner of the video. 5. Thoroughly review all scenarios and injects as they are presented during the exercise. 6. Identify one individual to be responsible for controlling the computer and inputting responses to the exercise injects. At the end of the exercise you will need to complete an evaluation (Hotwash) on how your team preformed during the exercise. The Hotwash will consist of your team providing comments on three areas in which it performed well (Strength) and three areas for consideration to improve or modify existing plans (Area for Improvement) to enhance your team's preparedness, response and recovery capabilities. Found below are Hotwash examples: Strength During the exercise our team consulted our disaster plans and procedures and found them to be Situation Manual Functional Exercise 2 Disaster Resistant Communities Group

3 complete. Area for Improvement During the exercise our team consulted our disaster plans and procedures and found portions of the plans and procedures that need to be revised. After the exercise each registered participant that took part in the exercise will receive an 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 Functional Exercise 3 Disaster Resistant Communities Group

4 Resolute Response Scenario # 001 All Image of Vacation / Hurricane Flag It is the middle of July and local residents have been complacent in their hurricane preparedness activities because this year s hurricane season has not even seen its first tropical storm. Families are making their last minute plans for their summer vacations while local business owners and government agencies are thinking that the hurricane season could be very inconsequential. However weather forecasters are predicting a major change in the upper atmosphere that could see a sharp increase in the number and severity of hurricanes within the next few weeks. By late July county residents, business owners and government officials begin to follow the projected path of the season s first tropical storm. Day 1 National Hurricane Center - Tropical Storm Alberto Advisory # 5 - Wednesday - 7/31/2013-5:00AM The National Hurricane Center has up-graded Tropical Depression # 1 to Tropical Storm Alberto. The storm continues its forward movement and is expected to become a hurricane in the next 12 to 24 hours. Sustained Wind Speed Forward Movement Category 37 MPH 11 MPH Tropical Storm The National Hurricane Center continues to monitor the storm via satellite and Hurricane Hunter planes as it continues to move along its projected path. 15 Minutes Situation Manual Functional Exercise 4 Disaster Resistant Communities Group

5 Resolute Response Inject # 002 Image of Training Having the knowledge that your agency s personnel assigned to staff and / or manage a Special Needs Shelter are trained and ready to perform their assigned tasks is vitally important to ensuring the shelter can be swiftly opened and safely operated. Prepare a thorough list of all disaster and shelter related training in which your agency s personnel are required to participate. (Note: The list should include on-site as well as on-line delivered training.) Have all of your agency s personnel that will be assigned to a Special Needs Shelter taken the training listed above? If the above answer is no. Briefly explain why personnel have not participated in appropriate training and prepare a strategy that will need to be implemented to ensure all personnel have completed the identified training. Yes No 15 Minutes Situation Manual Functional Exercise 5 Disaster Resistant Communities Group

6 Resolute Response Scenario # 003 All Image of National Hurricane Center Day 3 Landfall Minus 72 Hours National Hurricane Center - Hurricane Alberto Advisory # 14 - Thursday - 8/1/ :00AM The National Hurricane Center has up-graded Tropical Storm Alberto to Hurricane Alberto. The storm continues its forward movement and is currently expected to make landfall within the next three days. The hurricane is expected to continue to intensify over the next 12 to 24 hours. Sustained Wind Speed Forward Movement Category 76 MPH 14 MPH 1 10 Minutes Situation Manual Functional Exercise 6 Disaster Resistant Communities Group

7 Resolute Response Inject # 004 All Image of Planning Day 3 Landfall Minus 71 Hours Thursday - 8/1/ :17PM Based on the current information regarding Hurricane Alberto, identify then briefly describe all the activities that would be undertaken by your agency during the next 24 hours as it pertains to its role in assisting individuals with special medical needs. (Note: See Below) The storm is still three days from potentially making landfall in the region. Of your agency s personnel assigned to support Special Needs Shelter operations three are currently on vacation and two of the positions are currently vacant. 15 Minutes Situation Manual Functional Exercise 7 Disaster Resistant Communities Group

8 Resolute Response Inject # 005 All Image of Equipment Does your agency maintain a cache of equipment and / or consumable supplies that can be used to support a Special Needs Shelter? If the above answer is yes. Review a copy of the current equipment and / or consumable supplies inventory then prepare a list of any additional equipment and / or consumable supplies, other than food, that will be needed to effectively manage a Special Needs Shelter. Yes No Identify the individual by title and name that is responsible for maintaining the equipment / supply cache, where the cache is stored and when it was last inventoried / inspected. If the above answer is no. Briefly explain why your agency does not have a cache of Special Needs Shelter equipment and / or supplies. 15 Minutes Situation Manual Functional Exercise 8 Disaster Resistant Communities Group

9 Resolute Response Scenario # 006 All Image of National Hurricane Center Day 4 Landfall Minus 48 Hours National Hurricane Center - Hurricane Alberto Advisory # 17 - Friday - 8/2/2013-5:00AM The National Hurricane Center has up-graded Hurricane Alberto to a Category 3 storm; however the storm is expected to lose strength over the next 24 hours. The storm continues its forward movement and is now expected to make landfall in a couple of days. Sustained Wind Speed Forward Movement Category 120 MPH 15 MPH 3 10 Minutes Situation Manual Functional Exercise 9 Disaster Resistant Communities Group

10 Resolute Response Inject # 007 All Image of Special Needs Registry Day 4 Landfall Minus 45 Hours Friday - 8/2/2013-8:00AM Access your agency s database of special needs registrants to determine the following information. (Note: Remember the hurricane is currently a Category 3 storm that could make landfall in the region in less than two days.) Total number of registrants. Total number of registrants that will need to be housed in a Special Needs Shelter based on current conditions. Total number of registrants that will need more acute medical care than can be provided in a Special Needs Shelter based on current conditions. Total number of registrants that will need to be transported to a Special Needs Shelter or other facility based on current conditions. Explain in detail the process that will be utilized to notify all special needs registrants regarding the potential need for them to evacuate their residence. 20 Minutes Situation Manual Functional Exercise 10 Disaster Resistant Communities Group

11 Resolute Response Inject # 008 All Image of Activation Day 4 Landfall Minus 44 Hours Friday - 8/2/2013-9:00AM Yes No At this point would your agency s Special Needs Shelter Plan have been fully activated? If the above answer is yes. Briefly describe the process associated with activating the plan. If the above answer is no. At what point would the plan be activated. Identify the name and title of the individual that would be responsible for activating the plan. 15 Minutes Situation Manual Functional Exercise 11 Disaster Resistant Communities Group

12 Resolute Response Inject # 009 All Image of ICS Will your agency utilize the Incident Command System (ICS) to manage its hurricane preparedness, response and recovery activities including the operation of a Special Needs Shelter? If the above answer is yes. Identify the name and title of the individuals that will fulfill the various ICS roles for your agency an briefly describe the responsibility of each of the identified roles. (Note: Your agency has other hurricane preparedness, response and recovery activities other than operating a Special Needs Shelter to which its personnel will need to be assigned.) Yes No (Example: John Harper Environmental Health Coordinator / Logistics Section Chief / Responsible for ensuring there is an adequate inventory of equipment and consumable supplies to adequately manage the agency s hurricane preparedness, response and recovery activities including the operation of a Special Needs Shelter.) If the above answer is no. Briefly explain why ICS would not be used and describe in detail how your agency will manage its response to Hurricane Alberto. 20 Minutes Situation Manual Functional Exercise 12 Disaster Resistant Communities Group

13 Resolute Response Inject # 010 All Image of Incident Action Plan Day 4 Landfall Minus 41 Hours Friday - 8/3/ :00PM Based on current conditions, your Special Needs Shelter Plan and the fact that the hurricane will most likely make landfall and move through the region on Sunday develop an Incident Action Plan (IAP) that focusses on the IMMEDIATE ACTIONS necessary to OPEN a Special Needs Shelter. In preparing the IAP list the actions to be taken, identify any resources that will be needed to undertake each listed action and prepare a timeline for completing each action. (Note: Access a list of some of the Operation Concerns that will need to be addressed in developing this IAP.) (Example: Action Contact the POC for the location to be used as a Special Needs Shelter to ensure it is available and to make arrangements to use the facility. / Required Resources Agency contact list. / Timeline 1 Hour.) 25 Minutes Situation Manual Functional Exercise 13 Disaster Resistant Communities Group

14 Resolute Response Inject # 011 All Image of Partners Identify an individual point of contact along with their primary / secondary phone numbers for all of the agencies, departments and community / faith based organizations, including vendors, which will need to be contacted upon the activation of the Special Needs Shelter Plan. (Example: Howard Jones School District Phone Mobile ) Using the phone, make contact with two of the identified agencies, departments and / or community / faith based organizations listed above and ask the following questions. (Note: When talking to the person contacted inform them that there is the possibility of a Category 3 hurricane striking the region and that their responses should reflect current realistic capabilities.) Begin the conversation with THIS IS AN EXERCISE and end the conversation with THIS IS AN EXERCISE. 1. What role does your agency, department and / or organization have in supporting a Special Needs Shelter? 2. Does your agency, department and / or organization have the available resources on-hand necessary to meet its Special Needs Shelter support responsibilities? Were you able to make phone contact with the identified agencies, departments and / or organizations? Did the agency, department and / or organization fully understand their role in supporting a Special Needs Shelter? Did the agency, department and / or organization have the available resources onhand to meet their Special Needs Shelter responsibilities? 20 Minutes Neither Only One Both Neither Only One Both Neither Only One Both Situation Manual Functional Exercise 14 Disaster Resistant Communities Group

15 Resolute Response Inject # 012 Image of School Has your agency entered into a written agreement with the owners / operators of the location that has been identified as a Special Needs Shelter host site allowing for the use of their facility? If the above answer is yes. When was the last time this agreement was reviewed and / or up-dated? Yes No If the above answer is no. Briefly explain why such written agreements are not in place. Using the phone call the POC for the facility that is designated as a Special Needs Shelter. Once contact is made ask if the facility is available and if the POC fully understands what is involved in using the facility as a Special Needs Shelter. Begin the conversation with THIS IS AN EXERCISE and end the conversation with THIS IS AN EXERCISE. Identify the facility contacted. Was the facility available? Yes No Did the facility POC fully understand what was involved in using the facility as a Special Needs Shelter? 20 Minutes Yes No Situation Manual Functional Exercise 15 Disaster Resistant Communities Group

16 Resolute Response Inject # 013 Image of Volunteers Will your agency seek assistance from community and faith based organizations (Community Partners) to help with staffing the Special Needs Shelter? If the above answer is yes. Your agency s Community Partners are ready to assist, however most indicated that their paid and volunteer staff members do not have the training to help open and staff a Special Needs Shelter. Explain in detail how your agency will provide just in time training for individuals that would like to assist but have no training. This includes your agency s personnel that do not have the necessary training. Yes No CLICK ON VIDEO TO PLAY OPTIONAL (Note: The following Just In Time Special Needs Shelter Training videos that can be used to support your agency s Special Needs Shelter staff training efforts.) Video Library Video # 032 Patient Lift Video Library Video # 034 Transferring Individuals From Bed To A Wheelchair Video Library Video # 028 Changing A Colostomy Bag (Note: Access the entire set of Special Needs Shelter Just In Time Training Videos.) When paid and volunteer staff members from Community Partners assist your agency in staffing a Special Needs Shelter are they covered by your agency s: Liability Insurance? Yes No Workers Compensation Insurance? Yes No Briefly explain how your agency will effectively manage volunteers from the community who are willing and able to assist with Special Needs Shelter operations. 20 Minutes Situation Manual Functional Exercise 16 Disaster Resistant Communities Group

17 Resolute Response Inject # 014 Image of Staff Based on the organizational chart found in your agency s Special Needs Shelter Plan prepare a staff roster which identifies a specific member of your agency s staff or a Community Partner staff member to fill each roles listed in the plan. (Example: Job Description: Shelter Registration Coordinator / Staff Member: Sara Williams Community Health Nurse) Does your agency have enough staff or volunteers / staff from Community Partners to effectively manage and operate a Special Needs Shelter for five days? If the above answer is no. Describe in detail how additional personnel to manage and staff the Special Needs Shelter will be requested. Yes No 20 Minutes Situation Manual Functional Exercise 17 Disaster Resistant Communities Group

18 Resolute Response Inject # 015 All Image of Incident Action Plan Day 5 Landfall Minus 32 Hours Saturday - 8/3/2013-9:00AM As your agency moves forward with its plan to open, staff and operate a Special Needs Shelter it has been decided to develop an Incident Action Plan (IAP) focusing solely on establishing and operating the shelter. In preparing the IAP list the actions to be taken, identify the resources that will be needed to accomplish each action and provide a timeline for completing the identified action. (Example: Action Transport available equipment and consumable supplies to the Special Needs Shelter host location. / Required Resources Truck. / Timeline 2 Hours.) (Note: Access a list of some of the Operation Concerns that will need to be addressed in developing this IAP.) 30 Minutes Situation Manual Functional Exercise 18 Disaster Resistant Communities Group

19 Resolute Response Scenario # 016 All Image of Hurricane Warning Day 5 Landfall Minus 24 Hours National Hurricane Center - Hurricane Alberto Advisory # 22 - Saturday - 8/3/2013-5:00PM The National Hurricane Center has down-graded Hurricane Alberto to a Category 2 storm. The storm continues its forward movement along its projected path towards the region's coastline. The storm is expected to remain a strong Category 2 hurricane until it makes landfall. The Hurricane Watch for the region has been up-graded to a Hurricane Warning indicating that the storm should arrive in the region within the next 24 to 36 hours. Sustained Wind Speed Forward Movement Category 109 MPH 11 MPH 2 The Special Needs Shelter is fully operations and individuals with special medical needs have been arriving since early afternoon. 10 Minutes Situation Manual Functional Exercise 19 Disaster Resistant Communities Group

20 Resolute Response Scenario # 017 All Image of Emergency Responders Day 6 Landfall During the early morning the Special Needs Shelter registration continues to rise as individuals with special needs continue to arrive at the shelter. By late morning residents throughout the region begin to experience the outer rain bands of the hurricane. As the storm moves through the region wind and rain begins to pound the community. Emergency agencies (EMS, Fire and Law Enforcement) have all closed down their response operations due to the increasing wind speeds associated with the hurricane. National Hurricane Center - Hurricane Alberto Advisory # 26 - Sunday - 8/4/2013-5:00PM Hurricane Alberto continues to move through the region. Wind Speed Forward Movement Category 101 MPH 13 MPH 2 CLICK ON VIDEO TO PLAY Video Library Video # 4 Hurricane Landfall The winds from Hurricane Alberto begin to subside as the storm moves out of the area. 15 Minutes Situation Manual Functional Exercise 20 Disaster Resistant Communities Group

21 Resolute Response Inject # 018 All Image of Shelter Remarkably the facility that housed the Special Needs Shelter came through the storm with only minor damage. While the electrical power flickered off and on throughout the storm amazingly the lights were still on after the hurricane had moved out of the area. However the rest of the region was not as fortunate. It is estimated that 90% of the area is without utilities and as much as 40% of the region s residences have sustained some level of damage. The Special Needs Shelter is near its capacity and the shelter s staff is struggling to maintain an adequate level of care. It is expected that the residents of the Special Needs Shelter could have to stay at the shelter for up to a week. Based on the knowledge that the Special Needs Shelter will need to remain operational for the next seven days develop an Incident Action Plan (IAP) that focusses on the actions that will need to occur to ensure the shelter remains open. (Examples) Action Change spoiled bed linens with clean linens on a daily basis. Then have the dirty linens washed. / Required Resources Supply of clean bed linens and a vendor to wash dirty linens. / Timeline On-Going. Action Monitor the stress and fatigue level of shelter staff. / Required Resources Personnel trained in Physiological First Aid. / Timeline On-Going. (Note: Access a list of some of the Operation Concerns that will need to be addressed in developing this IAP.) 25 Minutes Situation Manual Functional Exercise 21 Disaster Resistant Communities Group

22 Resolute Response Inject # 019 All Image of Discharge Planning Day 11 Landfall Plus 5 Days Electrical power continues to be restored to areas as conditions throughout the region improve. Over the past several days some of the residents staying at the Special Needs Shelter have been able to return to their un-damaged homes as electrical power has been restored to the area the reside in. However, the homes of many of the shelter s residents have been damaged and it may be weeks or longer before they can return home. Knowing that staying in a Special Needs Shelter is a temporary housing solution for those with special medical needs will your agency begin the Discharge Planning process in an effort to provide more suitable living accommodations for shelter residents? If the above answer is yes. Describe in detail how your agency will undertake the Discharge Planning process. Yes No Identify the agencies, departments and community / faith based organizations within your area that will need to be involved in the Discharge Planning process and describe the services that each will be able to provide to support this process. (Note: Access the listing of statewide Discharge Planning partner agencies.) If the above answer is no. Explain why your agency would not begin the Discharge Planning process at this time. 20 Minutes Situation Manual Functional Exercise 22 Disaster Resistant Communities Group

23 Resolute Response Inject # 020 All Image of Downsizing Day 13 Landfall Plus 7 Days The Discharge Planning team has arranged for the remaining four shelter residents to be housed at a local nursing home starting tomorrow afternoon. Based on the knowledge that the last four shelter residents will be discharged from the Special Needs Shelter tomorrow afternoon develop an Incident Action Plan (IAP) for demobilizing the shelter. (Example: Action Conduct a facility inspection with a facility representative. / Required Resources Facility Inspection Form. / Timeline 2 Hours.) (Note: Access a list of some of the Operation Concerns that will need to be addressed in developing this IAP.) 25 Minutes Situation Manual Functional Exercise 23 Disaster Resistant Communities Group