HSEEP Exercise Evaluation and Improvement ODP’s Mission Primary responsibility within the executive branch to build and sustain the preparedness of the US to reduce vulnerabilities, prevent, respond to, and recover from acts of terrorism (Homeland Security Act). ODP’s Responsibilities Grant programs for planning, equipment, training and exercises National training program National exercise program Grant Programs State Homeland Security Program Law Enforcement Terrorism Prevention Program Citizen Corps Program Urban Areas Security Initiative Program Fire Fighter Assistance Program State Homeland Security Program Purpose: to enhance capacity of states and locals to prevent, respond to, and recover from terrorism Provides funds for Homeland security and emergency operations planning The purchase of specialized equipment CBRNE and cyber security training programs CBRNE and cyber security exercises State Homeland Security Assessments and Strategies Law Enforcement Terrorism Prevention Program Provide law enforcement communities with funds to support the following prevention activities: Information sharing to preempt terrorist attacks Target hardening Recognition of potential or developing threats Interoperable communications Intervention of terrorists before they can execute a threat Planning, organization, training, exercises, and equipment Citizen Corps Program Provides funds to support Citizen Corps Councils with planning, outreach, and management of Citizen Corps program and activities Form and sustain a Citizen Corp Council Engage citizens in homeland security Conduct public education and outreach Develop and implement Citizen Corps programs Coordinate Citizen Corps activities with other DHS funded programs and other federal initiatives Urban Areas Security Initiative Program Address the unique needs of large urban areas – 50 cities Conduct jurisdictional assessment and develop Urban Area Homeland Security Strategy. Funds for planning, equipment, training, exercise, and administration and operational activities related to heightened threat levels Fire Fighter Assistance Protect public and fire fighters against fire and fire-related hazards Fire fighting Operations and Safety Fire Prevention Fire fighting Vehicles Strategy Process Overview Statewide Homeland Security Strategy Assessments Conducted at the local and state levels Created at the regional and state level State Assistance Plan Created by ODP State and Urban Area use strategy to identify & allocate all HS resources END RESULT = Capability Improvements Strategy Participants State and local jurisdictions All First Responder Disciplines Fire Service Public Health HazMat Health Care Emergency Medical Services Public Works Law Enforcement Government Administrative Emergency Management Private Sector Public Safety Communications Non-Profit/Voluntary Sector Assessment Overview Statewide Homeland Security Strategy Risk Assessment Threat Assessment Vulnerability Assessment Agricultural Vulnerability Assessment Needs Assessment Required Capabilities Current Capabilities Shortfalls or “Gaps” * CBRNE: Chemical, Biological, Radiological, Nuclear, Explosive Threat Assessment Who: Risk Assessment Local, state, and federal law enforcement officials What: • Identify number of Potential Threat Elements (PTEs) Threat Assessment Vulnerability Assessment Agricultural Vulnerability Assessment • Identify threat factors (existence, violent history, intentions, WMD capability, and targeting) • Identify motivations (political, religious, environmental, racial, or special interest) • Identify WMD capabilities (CBRNE) Vulnerability Assessment Who: Risk Assessment All response disciplines at local, state, and federal levels What: Identify critical infrastructure/ potential targets Evaluate targets for: • Level of visibility Threat Assessment Vulnerability Assessment Agricultural Vulnerability Assessment • Criticality of target site • Impact outside of jurisdiction • Access to target • Target threat of hazard • Target site population capacity • Potential collateral mass casualties Capabilities and Needs: Planning The results from the risk assessment process (threat and vulnerability) provide a link to the capabilities and needs assessment process. Planning Organization Equipment Training Exercises State Homeland Security Strategy Developed by State based on local needs Provides blueprint for planning of homeland security efforts to enhance preparedness and for use of resources State Assistance Plans ODP uses the strategies and needs assessment data to tailor and formulate a State/Metro Assistance Plan (SAP/MAP) for each state A SAP/MAP is a blueprint for the delivery of ODP training, exercise, technical assistance and equipment services National Training Program Training for federal, state and local homeland security professionals Based on critical tasks to prevent, respond to or recover from a terrorist incident Over 40 courses available ODP Training Program ODP offers more than 40 courses (Examples) Live chemical agents training – Center for Domestic Preparedness Live explosives training – New Mexico Institute of Mining and Technology Radiological and nuclear agents training – Nevada Test Site Advanced emergency medical training using human patient simulators – Texas A&M Training on bioterrorism – Louisiana State University National Exercise Program Responsible for National Exercise Program Threat and performance-based excises at federal, state, local, and international levels Strategy and Exercise Planning Workshops to define exercise needs and plan for each state Assess Program Success Through Exercises Performance measures for ODP’s grant, training, and exercise programs are tied to performance of critical tasks Percent of jurisdictions that can perform critical tasks as demonstrated through exercises 500,000+ population 100,000+ population 50,000+ population Overview of HSEEP Threat- and Performance-based Exercises Cycle of exercises Increasing complexity To improve preparedness HSEEP Manuals Volume I: Program Overview and Doctrine Volume II: Exercise Evaluation and Improvement Volume III: Exercise Development Volume IV: Sample Exercise Documents and Formats Vol I: HSEEP Overview and Doctrine ODP’s exercise and evaluation doctrine Uniform approach for exercise design, development, conduct, and evaluation Exercise design and implementation process Suite of common scenarios (TBD) Vol II: Exercise Evaluation and Improvement Defines exercise evaluation and improvement process Provides uniform set of evaluation guides Defines data analysis process Includes standardized After-Action Report template Vol III: Exercise Development Defines exercise planning and design process Provides guidance for the development and conduct of various types of exercises Vol IV: Sample Documents Provides sample letters, planning documents, checklists, scenarios, etc. Reduces development time for exercise design team Exercise Evaluation Assess preparedness at federal, state and local levels Validate strengths and identify improvement opportunities, resulting in improved preparedness Provide guide for resource allocations Evaluation Enhancements Focus on performance of critical tasks and mission outcomes Use of uniform evaluation tools Enhanced data analysis Debriefing meeting with key officials Improvement Plan Track implementation of improvements Suite of common scenarios (TBD) Exercise Evaluation Methodology Development Exercise Evaluation Working Group Builds on Responder Guidelines ODP exercise experience CSEP and other programs Will continue to enhance and improve Exercise Evaluation and Improvement Process Exercise Evaluation and Improvement Process Evaluation Planning, Observation, and Analysis Data Collection and Analysis Step 1 Step 2 Step 3 Step 4 Plan & Organize the Evaluation Observe the Exercise & Collect Data Analyze Data Develop After Action Report Improving Preparedness Step 5 Step 6 Step 7 Step 8 Conduct Debriefing Identify Improvements Finalize After Action Report Track Implementation Levels of Analysis Performance is analyzed at three levels: Task level Agency/discipline/function level Mission level (within and across communities) Levels of Analysis Task Level Performance Answers the question: did the person or team do the right thing the right way at the right time? Helps assess need for training, equipment, personnel, etc. Task = work with measurable output that has utility Levels of Analysis Agency/Discipline/Function Level Performance — Multiple teams Answers the question: did the larger team or organization perform duties in accordance with plans and policies? Helps assess communication, coordination, planning budgets, etc. Levels of Analysis Mission Level Performance Answers the question: were the mission level outcomes achieved? Addresses jurisdictional preparedness Outcomes = results Mission Outcomes Pre-Event Emergency Response Prevention/Deterrence Emergency Assessment Emergency Management Hazard Mitigation Public Protection Victim Care Investigation/Apprehension Recovery/Remediation Post-Event Evaluation Requirements Determine what outcomes will be evaluated, based on exercise objectives Identify activities to be evaluated Identify which functions should be observed Determine where observations will take place Identify the appropriate evaluation tools Exercise Evaluation Guides ODP has developed Exercise Evaluation Guides that: Identify the activities that the evaluator should be observing Provide consistency in tasks across exercises Link individual tasks to disciplines and outcomes The EVALPLAN Exercise-specific information Plans, policies, procedures, and agreements Evaluator recruiting and assignments Evaluator training and instructions Recruiting and Assigning Evaluators Setting expectations – evaluators must be available for: pre-exercise training and briefing pre-exercise site visit the entire exercise (hours to days) post-exercise hot-wash post-exercise data analysis (1 day) contribution to the draft AAR Recording Observations The emphasis is on Who? What? When? Where? How? Why? Record observations through: use of Evaluator Guides blank sheets of paper Collect exercise documents Record Significant Activities Initiating scenario events Facility activities Response actions Key decisions made by Players Deviations from plans and procedures Completion time of events Evaluator Summary Compile observations into chronological narrative of events Describe outcomes achieved or not – use questions below and evaluation guides: What happened? What was supposed to happen? If there is a difference, why? What is the impact of that difference? What should be learned from this? What improvements might be recommended? Data Analysis Conduct Hotwash Develop timeline of significant events Analyze performance: Individuals Teams/Functions Outcomes Hotwash Player Hotwash: Usually held immediately following exercise play Typically facilitated by the evaluator Provides opportunity for: Player self-assessment An interactive discussion Clarification of observed events Assessment of exercise simulations Timeline Development Time Make a team timeline of actions Focus on significant actions Identify the appropriate outcome for each activity Observations Location Team Outcome 0852 Three staff members arrive at JIC – PIO, Deputy, Admin. Ass’t; begin setting up (computers, removing displays from storage, job aids at work stations, etc.) JIC Rushmore Co. EM 0905 First media call to JIC requesting info. on event. PIO provides initial incident info. & tells reporter to watch for news release shortly re: JIC activation. JIC Rushmore Co. PIO EM 0906 Forest Co. PIO and Assistant arrive at EOC; PIO immediately calls in to EOC JIC Forest Co. EM 0910 EAS message from EOC received by Fax JIC EOC EM 0912 EAS copied & distributed at JIC to all staff work stations; additional copies on tables in media room. JIC JIC staff EM Analysis of Performance Analysis of activities What tasks were to be accomplished How well were they performed Root causes of differences between expected and actual performance Recommendations Root Cause Analysis 1. Why did it happen? 2. Why did that happen? 3. Why was that? 4. And why was that? 5. And why was that? 6. And so on… ***Root Cause*** Each step must completely explain the step above… …down to the basic underlying causal factor. Integrated Analysis Allows further identification of: Successes and best practices New gaps and problems Root causes Recommendations for improvement Compares observations from different locations and functions Recommendations for Improvement Questions for identifying recommendations for improvement: What training and/or equipment is needed? What changes need to be made to plans and procedures, or organization structures? What changes could be made to the management processes? The After-Action Report (AAR) Serves as feedback tool Summarizes what happened Identifies successes and recommendations for improvement May include lessons learned to share with other jurisdictions Help jurisdictions focus resources on greatest needs After-Action Report Prepared in two stages: Draft AAR – completed immediately after the exercise for review Community adds improvement steps/corrective actions Final AAR AAR Format Executive Summary Part 1: Exercise Overview Part 2: Exercise Goals and Objectives Part 3: Exercise Events Synopsis Part 4: Analysis of Mission Outcomes Part 5: Analysis of Critical Task Performance Part 6: Conclusion Appendix A: Improvement Plan Matrix Improvement Process Improving preparedness activities: Conduct exercise debrief Identify improvements Finalize AAR Track implementation Step 5 Step 6 Step 7 Step 8 Conduct Debriefing Identify Improvements Finalize After Action Report Track Implementation Exercise Debrief Provides a forum for jurisdiction officials to: Hear the results of the analysis Validate the findings and recommendations in draft AAR Begin development of Improvement Plan Improvement Plan Developed by local jurisdiction during debrief Identifies how recommendations will be addressed: What actions Who is responsible Timeline for completion Finalize AAR Improvement Plan is included in final AAR Final AAR submitted to ODP through State Administrative Agency Monitor Implementation ODP Exercise Management System (under development) will provide: Centralized calendar of exercises across the country Electronic submission of AAR/IPs to the SAA and ODP Monitoring of Improvement Plan implementation Sharing Lessons Learned Ready-Net – Web-based, secure information network National repository for best practices and lessons learned Accessible to approved users within the response community Administered by the Memorial Institute for the Prevention of Terrorism Benefits of HSEEP Approach Nationwide consistency More useful after action reports and improvement plans Ability of jurisdictions to focus resources on greatest needs ENHANCED PREPAREDNESS Exercise Evaluation Training Course 2 ½ days - Exercise Evaluation methodology 6 sessions to train ODP staff and contractors as change agents (225 people) Training for SAAs Feb-May 2004 ODP Exercise Design Course being revised to deliver consistent message Goal for Working Group Review and modify Exercise Evaluation Guides for Radiological and Biological attacks Are the right tasks identified? Do other tasks need to added? Are the conditions and typical steps logical and complete? Are the followup analysis questions the right questions to assess performance?