After Action Report / Improvement Plan

Transcription

1 After Action Report Improvement Plan Resolute Response A Special Needs Shelter Functional Exercise May 20, 2013 DMINISTRATIVE HANDLING INSTRUCTIONS Marianna Florida 1 Page

2 ADMINISTRATIVE HANDLING INSTRUCTIONS 1. The title of this document is The "Resolute Response - A Special Needs Shelter Functional Exercise" After Action Report. 2. The information gathered in this AAR/IP is classified as For Official Use Only (FOUO) and should be handled as sensitive information not to be disclosed. This document should be safeguarded, handled, transmitted, and stored in accordance with appropriate security directives. 3. At a minimum, the attached materials will be disseminated only on a need-to-know basis and when unattended, will be stored in a locked container or area offering sufficient protection against theft, compromise, inadvertent access, and unauthorized disclosure. 4. Points of Contact: Health Department: Natalie Johnson (Office) # 215 ( ) natalie_johnson@doh.state.fl.us Exercise Director: Chris Floyd Disaster Resistant Communities Group LLC (Office) ( ) chrisfloyd@drc-group.com 2 Page

3 CONTENTS ADMINISTRATIVE HANDLING INSTRUCTIONS... 2 CONTENTS... 3 EXECUTIVE SUMMARY... 4 SECTION 1: EXERCISE OVERVIEW... 5 Exercise Details... 5 Participant Information... 5 SECTION 2: EXERCISE DESIGN SUMMARY... 6 Exercise Purpose and Design... 6 Exercise Objectives, Capabilities and Activities... 6 Scenario Summary... 6 SECTION 3: ANALYSIS OF CAPABILITIES... 6 SECTION 4: CONCLUSION APPENDIX A: IMPROVEMENT PLAN APPENDIX B: PARTICIPANT FEEDBACK (3 THUMBS UP 3 THUMBS DOWN) APPENDIX C: ACRONYMS Page

4 EXECUTIVE SUMMARY Resolute Response - A Special Needs Shelter Functional Exercise was designed and facilitated to analyze the strengths and weaknesses of the department's Special Needs Shelter Plan via a series of informational scenarios and injects. These scenarios and injects dealt with subjects such as assigning appropriate staff to support shelter operations to appropriately discharging individuals during the shelter demobilization process. The purpose of this report is to analyze exercise results, identify strengths to be maintained and built upon, identify potential areas for further improvement, and support development of corrective actions. Incorporated in Section 3: Analysis of Capabilities of this After Action Report is a comprehensive listing of each Target Capability with its associated Major Strengths, Primary Areas for Improvement and Improvement Recommendations 4 Page

5 Exercise Details SECTION 1: EXERCISE OVERVIEW Exercise Name: Type of Exercise: Resolute Response - A Special Needs Shelter Functional Exercise Tabletop Exercise Start Date: May 20, 2013 Duration: Location: Sponsor: Three Hours Marianna Florida Purpose: The primary purpose of this exercise was to analyze the strengths and weaknesses of the department's Special Needs Shelter Plan via a series of informational scenarios and injects. These scenarios and injects dealt with subjects such as assigning appropriate staff to support shelter operations to appropriately discharging individuals during the shelter demobilization process. Scenario Type: Hurricane Participant Information Participant Alice Pate Kay Sewell Jason Hamilton Nancy Tipps Natalie Johnson Becky Dunaway Renee Scurlock-Lowe T G Harkrider Location Number of Participants 10 5 Page

6 SECTION 2: EXERCISE DESIGN SUMMARY Exercise Purpose and Design The purpose of this exercise was to analyze the strengths and weaknesses of the department's Special Needs Shelter Plan via a series of informational scenarios and injects. These scenarios and injects dealt with subjects such as assigning appropriate staff to support shelter operations to appropriately discharging individuals during the shelter demobilization process. Exercise Objectives, Capabilities and Activities Capabilities-based planning allows for the exercise planning team to develop exercise objectives and observe exercise outcomes through a framework of specific action items that were derived from the Target Capabilities List (TCL). The capabilities listed below form the foundation for the organization of all objectives and observations in this exercise. Additionally, each capability is linked to several corresponding activities and tasks to provide additional detail. Based upon the identified exercise objectives below, the exercise planning team decided to demonstrate the following capabilities during this exercise: Special Needs Shelter Operations Activity Target Capability # 1 Direct Special Needs Shelter Operations # 2 Activate Special Needs Shelter Operations # 3 Establish Special Needs Shelter Operations # 4 Manage Special Needs Shelter # 5 Close Special Needs Shelter Scenario Summary It is mid-august and local citizens 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 are thinking that the hurricane season could be very inconsequential. However weather forecasters are predicting a major change in the atmosphere that could see a sharp increase in the number and severity of hurricanes within the next few weeks. 6 Page

7 By late August local residents and business owners begin to follow the projected path of the season's first Tropical Storm. Soon the storm strengthens into Hurricane Alberto as it continues its forward movement. The National Hurricane Center continues to monitor the storm via satellite and Hurricane Hunter planes as it continues to intensify. Hurricane Alberto has stayed true to the course that has been predicted by the National Hurricane Center and has grown into a mid-sized category two storm. During the previous 24 hours the forward movement of Hurricane Alberto has increased and the National Hurricane Center has now posted a Hurricane Watch along the coastline indicating that the storm should be making landfall within the next 24 to 36 hours. 7 Page

8 SECTION 3: ANALYSIS OF CAPABILITIES Special Needs Shelter Operations Performance Adequate Target Capability Activity # 1: Direct Special Needs Shelter Operations Associated Critical Tasks Task # 1.1: Activate Special Needs Shelter Plans. Observations Recommendations Suggest that the two individuals that have been responsible for activating the Special Needs Shelter train others within the department. Task # 1.2: Designate site(s) to serve as Special Needs Shelter(s). Observations Site identified long ago and has been used several times. Recommendations Task # 1.3: Conduct initial and on-going needs assessment of individuals with special needs regarding sheltering operations. Observations Recommendations Potential clients should be triaged BEFORE getting out of their vehicle at the Special Needs Shelter. That way if the patient needs to go to another facility, there is not the issue of the vehicle having been driven off by a family member / friend, etc. Task # 1.4: Ensure appropriate internal and external communication systems are available. 8 Page

9 Observations Recommendations Task # 1.5: Activate vendor agreements / Memoranda of Understanding (MOUs) / Memoranda of Agreement (MOAs) in support of Special Needs Shelter Operations. Observations Recommendations Task # 1.6: Disseminate appropriate, accurate and timely information to the public, media, support agencies and vendors about Special Needs Shelter Operations. Observations Recommendations Performance Adequate Target Capability Activity # 2: Activate Special Needs Shelter Operations Associated Critical Tasks Task # 2.1: Notify and mobilize trained mass Special Needs Shelter staff and management. Observations The health department has identified appropriate staff to assist within the Special Needs Shelter. Recommendations Task # 2.2: Mobilize needed Special Needs Shelter resources (equipment, consumable supplies, etc.). 9 Page

10 Observations Environmental Health staff has already been identified as the logistics team. Recommendations Performance Adequate Target Capability Activity # 3: Establish Special Needs Shelter Operations Associated Critical Tasks Task # 3.1: Conduct building / facility inspection. Observations Recommendations Task # 3.2: Staff shelter with appropriately trained personnel. Observations Recommendations Task # 3.3: Set up shelter for operations. Observations Recommendations Task # 3.4: Coordinate provision of shelter support services with appropriate agencies (e.g., food service, security, etc.). Observations Recommendations 10 Page

11 Performance Target Capability Adequate Activity # 4: Manage Special Needs Shelter Associated Critical Tasks Task # 4.1: Conduct special-needs population registration. Observations Recommendations Task # 4.2: Provide medical care to special-needs population. Observations Recommendations Task # 4.3: Provide feeding and bulk distribution services appropriate to specialneeds population. Observations Recommendations Task # 4.4: Request resources and equipment needed to support special-needs population. Observations Special Needs Shelter staff is aware that they will need to work through the Jackson County EOC to acquire needed supplies and equipment. Recommendations Performance Target Capability 11 Page

12 Adequate Activity # 5: Close Special Needs Shelter Associated Critical Tasks Task # 5.1: Conduct Discharge Planning in coordination with appropriate agencies and organizations. Observations Staff has a good working relationship with assisted living and nursing homes in the area, which could take any appropriate clients as needed. Recommendations Task # 5.2: Disseminate notification to close shelter operations. Observations Recommendations 12 Page

13 SECTION 4: CONCLUSION Exercises such as this one allow personnel to validate training and practice strategic and tactical prevention, protection, response and recovery capabilities in a risk-reduced environment. Exercises are the primary tool for assessing preparedness and identifying areas for improvement, while demonstrating community resolve to prepare for major incidents. Exercises aim to help entities within the community gain objective assessments of their capabilities so that gaps, deficiencies, and vulnerabilities are addressed prior to a real incident. Exercises are the most effective (and safer) means to: Assess and validate policies, plans, procedures, training, equipment, assumptions, and interagency agreements; Clarify roles and responsibilities; Improve interagency coordination and communications; Identify gaps in resources; Measure performance; and Identify opportunities for improvement. This exercise succeeded in addressing all of the above as it provided examples of good to excellent participant knowledge, teamwork, communication and use of plans and procedures while pointing out areas in need of improvement and clarification. Listed below is a summary of the level of performance the Target Capabilities and Tasks evaluated during the exercise. This summary outlines the areas in which the is strong as well as identifying areas that the departments should invest future planning, training and exercise funds on. Special Needs Shelter Operations Activity Target Capability Performance # 1 Direct Special Needs Shelter Operations Adequate # 2 Activate Special Needs Shelter Operations Adequate # 3 Establish Special Needs Shelter Operations Adequate # 4 Manage Special Needs Shelter Adequate # 5 Close Special Needs Shelter Adequate 13 Page

14 APPENDIX A: IMPROVEMENT PLAN This Improvement Plan has been developed specifically for based on the results of Resolute Response - A Special Needs Shelter Functional Exercise conducted on May 20, These recommendations draw on both the After Action Report and the After Action Conference. Capability Observation Recommendation Responsible Agency Completion Date Direct Special Needs Shelter Operations Activate Special Needs Shelter Operations Establish Special Needs Shelter Operations Manage Special Needs Shelter Close Special Needs Shelter 14 Page

15 APPENDIX B: PARTICIPANT FEEDBACK (3 THUMBS UP 3 THUMBS DOWN) Good discussion and sharing of ideas. Thumbs Up Staff well versed in the plans and how to put them into motion. Very well organized. Speaker was very interactive with group which in return held the group's attention. Very informative. Great working relationship with the local Department of Health. Thumbs Down Still working on getting the Delta System up for registration of People with Special Needs. 15 Page

16 APPENDIX C: ACRONYMS Acronym Meaning COMM CONOPS EOC ESF IAP IC ICS IMT JIC LOFR MOA MOU NIMS OPS PIO SERT SitRep SOG SOP UC Communications Concept of Operations Emergency Operations Center Emergency Support Function Incident Action Plan Incident Command Incident Command System Incident Management Team Joint Information Center Liaison Officer Memorandum of Agreement Memorandum of Understanding National Incident Management System Operations Public Information Officer State Emergency Response Team Situation Report Standard Operating Guideline Standard Operating Procedure Unified Command 16 Page