tabletop exercises - understand

TABLETOP EXERCISES

PILOT VERSION

CRISIS MANAGEMENT TRAINING

FOR INDIVIDUALS

The UNDERSTAND Training Program

• This Crisis Management Training for Individuals is a

part of the UNDERSTAND Training Program

• The program consists of four stand-alone but

interconnected modules

PILOT VERSION

Crisis Management Training for Individuals

DAY 1

Theory session 1-4

DAY 2

Theory session 5-8

PILOT VERSION

Tabletop exercise 1

Tabletop exercise 2

Theory session 9

and summary

Crisis Management Training

• The Crisis Management Training Package includes the

following:

– A material of 9 segments covering the most important

areas of Incident Preparedness such as alarm and

escalation, Communication Management, HR

Management, Recovery and Return and Best Practices

PILOT VERSION

Management, Recovery and Return and Best Practices

etc.

– Two separate tabletop exercises reflecting the

contents of segment 1-4 (day 1) and 5-8 (day 2),

using scenarios that provide relevant material

for discussion

Tabletop exercise

• This is a relatively simple form of exercise

with great potential in its effects, with limited

preparations

• The main objective with this form of training

PILOT VERSION

• The main objective with this form of training

is to educate and develop an organisational

capability

• The exercise takes place at a conference

table

Method

• During a tabletop exercise the group is confronted by a variety of problems, based on one or more scenarios

• By reasoning and discussing the group can identify shortages and weaknesses of the current ability to meet the situation, which enables proposals for future

PILOT VERSION

meet the situation, which enables proposals for future improvements

• The group should be led by a moderator/chairperson

• Each group task ends with a summary of the discussions

Method

• The simulation is built in the following way:

• The participants are divided into groups of ~5 persons

• The scenario is given in plenum– Time limits and tasks are given

PILOT VERSION

– Time limits and tasks are given

– Written questions given as hand outs

– Group sessions

– Presentation and discussion is done in plenum

– New task and hand outs given

– Group sessions

– And so on….

Suggested time frames

• Each scenario presentation takes ~5 minutes.

No discussions in this stage.

(The idea is that each group shall discuss

their interpretation of the scenario)

• Group session: ~15 minutes per area

PILOT VERSION

• Group session: ~15 minutes per area

• Plenum discussion: ~20 minutes

• Brakes, pauses: ~10 minutes

• Summary: ~10 minutes

Tabletop Exercise 1

PILOT VERSION

9

Purpose and Objective

• The purpose is to provide a practical training reflecting the contents of the first days content, - When the Unforeseen Happens- Incident Preparedness- Preparatory Measures

- Immediate Actions

PILOT VERSION

- Immediate Actions

• The main objective is to raise individual awareness and identify potential development needs in the above, in compliance with the overall objective to strengthen the industry's capacity to “always keep the lights on”

Scenario

The scenario will be completed with a media file

PILOT VERSION

Group task 1

• You shall in groups discuss the situation with

focus on the questions given in the handout

• When gathered again a representative for

your group will present answers to the

PILOT VERSION

your group will present answers to the

questions and conclude your discussions

• Time for this discussion: 20 minutes

1. Consequences

• How does the situation affect your

organisation?

• How is a shared perception of the situation

created?

• How and from where is information gathered?

Discussion

Point

PILOT VERSION

• How and from where is information gathered?

• Are any systems used in this procedure?

Group task 2

• You shall in groups discuss the situation with

focus on the questions given in the handout

• When gathered again a representative for

your group will present answers to the

PILOT VERSION

your group will present answers to the

questions and conclude your discussions

• Time for this discussion: 30 minutes

2. Organisational preparedness

• Are there documented plans, backup routines and facilities

to handle this scenario?

• Are these plans and routines updated and distributed:

– Within the organisation?

– Among national counterparts and contacts?

– Among international counterparts and contacts abroad

Discussion

Point

PILOT VERSION

– Among international counterparts and contacts abroad

• Which of your resources are available to other countries in

case of a major incident, and vice versa?

• What redundancies and security do your systems have,

and how fast can these be activated?

• Which of your systems are essential for operations?

2. Individual preparedness

• What training have you received that is useful in this situation in particular?

• What is your knowledge regarding the situation across the border?

• What other capabilities are you depending on in this situation?

Discussion

Point

PILOT VERSION

in this situation?

• Are you aware of which routines to implement for transfer and start-up of activities at the backup site?

• What other (Internal/external) competence is available to support you?

• Are you aware of other countries continuity plans and resources available?

Group task 3

• You shall in groups discuss the situation with

focus on the questions given in the handout

• When gathered again a representative for

your group will present answers to the

PILOT VERSION

your group will present answers to the

questions and conclude your discussions

• Time for this discussion: 30 minutes

3. Timeframe

• What is your estimation of how long the

situation will last?

• What is your timeframe (minutes, hours,

days, weeks)?

• What does this mean in terms of

Discussion

Point

PILOT VERSION

• What does this mean in terms of

consequences for you and your organisation?

3. Decisions

• What are the concrete measures taken

due to the situation?

• What authority do dispatchers have?

• What authority does the control room have?

• What decisions are needed?

Discussion

Point

PILOT VERSION

• What decisions are needed?

• What is lacking?

Summary and Conclusions

• What have this exercise provided you with

in terms of development needs and

improvements for future work?

• Make a list of improvements that you would

like to see!

PILOT VERSION

like to see!

• Concrete ideas and measures?

• What is the next step?

Tabletop Exercise 2

PILOT VERSION

Crisis Management Training for Individuals

DAY 1

Theory session 1-4

DAY 2

Theory session 5-8

PILOT VERSION

Tabletop exercise 1

Tabletop exercise 2

Theory session 9

and summary

Method

• During a tabletop exercise the group is confronted by a variety of problems, based on one or more scenarios

• By reasoning and discussing the group can identify shortages and weaknesses of the current ability to meet the situation, which enables proposals for future

PILOT VERSION

meet the situation, which enables proposals for future improvements

• The group should be led by a moderator/chairperson

• Each group task ends with a summary of the discussions

Method

• The simulation is built in the following way:

• The participants are divided into groups of ~5 persons

• The scenario is given in plenum– Time limits and tasks are given.

PILOT VERSION

– Time limits and tasks are given.

– Written questions given as hand outs

– Group sessions

– Presentation and discussion is done in plenum

– New task and hand outs given

– Group sessions

– And so on….

Suggested time frames

• Each scenario presentation takes ~5 minutes.

No discussions in this stage.

(The idea is that each group shall discuss

their interpretation of the scenario)

• Group session: ~15 minutes per area

PILOT VERSION

• Group session: ~15 minutes per area

• Plenum discussion: ~20 minutes

• Brakes, pauses: ~10 minutes

• Summary: ~10 minutes

Purpose and Objective

• The purpose is to provide a practical training reflecting the contents of the second days content– Managing the incident– Communication Management– Human Resource Management– Recovery and Return

PILOT VERSION

– Recovery and Return

• The main objective is to raise individual awareness and identify potential development needs in the above, in compliance with the overall objective to strengthen the industry's capacity to “always keep the lights on”

Scenario

The scenario will be completed with a media file

PILOT VERSION

Group task 1

• You shall in groups discuss the situation with

focus on the questions given in the handout

• When gathered again a representative for

your group will present answers to the

PILOT VERSION

your group will present answers to the

questions and conclude your discussions

• Time for this discussion: 30 minutes

1. Immediate Actions

• How is the dispatcher received by alarms such as this one?

• How are such messages documented and evaluated?

• According to what criteria or on what grounds

Discussion

Point

PILOT VERSION

• According to what criteria or on what grounds are these evaluations done?

• What determines the way the incident management is informed?

• Are there any weak links in the alarm procedure?

• What time frames/demands are there?

1. Escalation

• Is there a documented routine for the escalation and reporting of incidents? What do existing thresholds look like?

• Does the organisation have routines for how incident management gathers?

Discussion

Point

PILOT VERSION

• How has the organisation defined crisis?

• Who can declare crisis?

• Are there documented routines for how to call for external support in case of an incident?

Group task 2

• You shall in groups discuss the situation with

focus on the questions given in the handout

• When gathered again a representative for

your group will present answers to the

PILOT VERSION

your group will present answers to the

questions and conclude your discussions

• Time for this discussion: 20 minutes

2. Communication

• To whom and how do you communicate?

• What is the message you want to convey?

• How and why is information documented?

• How is communication coordinated and spread internally?

Discussion

Point

PILOT VERSION

• Is there updated contact information to internal and external parties such as:– Employees/consultants?

– Critical suppliers?

– Interested parties?

– International counterparts?

Group task 3

• You shall in groups discuss the situation with

focus on the questions given in the handout

• When gathered again a representative for

your group will present answers to the

PILOT VERSION

your group will present answers to the

questions and conclude your discussions

• Time for this discussion: 30 minutes

3. Human Resource Management

• Who are your key-people, and how are their roles and authority defined and documented?

• Are there routines for the transportation of staff in case of problems with public transportation?

• Are there routines for managing possible injuries or deaths as well as psychosocial crisis support for employees?

Discussion

Point

PILOT VERSION

• Are there plans concerning how proclaimed discontent among staff (manifestations, strikes etc) should be handled?

• Are there plans concerning support, management and lodging of external, international staff?

• Are there plans for lodging and catering if needed?

3. Recovery, return and lessons learned

• Which resources are critical for the return to normal operations?

• Are there updated and efficient recovery routines for each critical activity?

• Are there routines concerning the closure of the Incident Management Team and the return to ordinary management?

Discussion

Point

PILOT VERSION

• Are there routines for how and by whom the events are to be evaluated?

• Are there routines for the follow-up of identified deficiencies and needs for development?

• Are there routines for the evaluation of the cooperation with other nations? Meeting routines, reports, etc?

• How are lessons learned implemented and spread?

Summary and Conclusions

• What have this exercise provided you with

in terms of development needs and

improvements for future work?

• Make a list of improvements that you would

like to see!

PILOT VERSION

like to see!

• Concrete ideas and measures?

• What is the next step?