EXERCISE BUILDERPandemic Tool

Context

Best Practices in Emergency Management note that:

•Emergency plans, including pandemic plans, should be reviewed and tested on a regular basis.

•Exercises are useful mechanisms to encourage collaboration within communities, between communities and with external stakeholders (e.g. P/Ts) to train and practice how they will work together in response to real emergencies.

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History

In 2009 Centre for Emergency Preparedness and Response developed the “Tool Kit – Pandemic Influenza Exercise for Health and Emergency Social Services Sector”

• Module 1 to 4 were guidance documents to assist in the design and development of a tabletop exercise.

•Module 5 was developed in collaboration with key stakeholders to specifically address the context for First Nations, Inuit and Métis communities. It was intended to allow participants to discuss, explore and familiarize themselves with emergency response plans and protocols through a pandemic scenario with situation-specific questions.

Piloting the Module: AFN (Dec 2009-Mar 2010)

• Initiated project to assess preparedness and response capacity to the 2009 H1N1 pandemic in respective regions, including the impact at thecommunity level

» Secondary objective was to focus test Module 5

• Five sites from four regions participated » First Nations Health Society BC Region, Union of New Brunswick Indians Atlantic

Region, Indian Associations Coordinating Committee of Ontario Inc., Southern Chiefs Organization of Manitoba, Manitoba Keewatinowi Okimakanak Inc.

• Interim report: Overall Module 5 is an extremely comprehensive tool that covers most of the essential information required that is unique to First Nation communities.

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h3 May want to mention that even though it was a very comprehensive tool, it did not meet the needs of the targated audience, i.e., FirstNation communities, as it was too technical. Need to explain why another revision process was undertaken last FY.hcuser, 9/19/2012

Piloting the Module: PHAC Alberta (Nov 2010)

• November 2010: PHAC Alberta & FNIH-AB Region conducted Post Pandemic Gatherings with First Nation communities, using Module 5 as a framework for the gatherings

» 5 gatherings held in different locations throughout the province (Edmonton, Calgary, St. Paul, Slave Lake, High Level)

• 39/44 First Nation communities participated.

• Federal and provincial representatives attended from FNIHB, PHAC, AANDC, Alberta Health Services, and Alberta Emergency ManagementAgency.

• The utility of the exercise depended on having the appropriate individuals at the table.

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Piloting the Module: Métis National Council (Mar-Sep 2010)

• MNC undertook a project to assess H1N1 preparedness and responsecapacity in the Métis community and to identify gaps

» Secondary objective to evaluate effectiveness and utility of Module 5

• Conducted document review, key informant interviews and held a focus group

• Participants included Aboriginal planning leaders and provincial and federal government representatives involved in the pandemic response from the 5 western provinces.

• Focus groups felt the Module was overall useful and specifically an effective tool to engage elected leaders and other decision makers but it requires customization for Métis communities.

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Nunavut (Feb 2011)

• Gov of Nunavut and the Agency collaborated on an exercise in Nunavut using Module 5 as the base document which was adapted for the exercise

• Work on the Nunavut exercise project revealed:» Templates provided in Modules 1-4 were too vague for individuals inexperienced

with developing tabletop exercises.

» Module 5 could be more user-friendly for community leaders and planners who want to run their own tabletop exercise and have little to no experience with emergency management.

» Usability could be improved by including sample documents (player, facilitator and evaluation guides, PowerPoint presentations for the exercise).

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Target user has been redefined to be individuals with basic experience &/or knowledge in emergency management or exercises

•Exercise Builder » is undergoing revisions based on feedback from key stakeholders

» will undergo a plain-language edit to make it accessible to a wider audience

» includes:• An integrated checklist with a detailed explanation of each step;• Templates and Power Point Presentations to organize and deliver the table top

exercise;• A built-in evaluation tool and improvement plan.

Current status

Revised Exercise Builder

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PDF documents1 Exercise Builder Guide • Provides step-by-step instructions for the Exercise Director

for the delivery of a table top exercise.

2 Facilitator Guide • Guides are used during the exercise. • Generally similar in content, with some variation

depending on the role of the individual. 3 Participant Guide4 Note Taker Guide

5 Player Feedback Form • Tools to evaluate the activity and the status of the community’s communicable disease emergency re-sponse plan for pandemic preparedness and response.

6 Evaluation Template7 Table Top Evaluation

PowerPoint Presentations1 Purpose and importance of

conducting a Pandemic Table Top Exercise

• Support tool for the Exercise Director to help present the project to community members.

2 Exercise to assess community level influenza pandemic plans

• Support tool for the Facilitator during the table top exercise.

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• November 2012» Complete revisions of Exercise Builder based on feedback provided

• December 2012 – January 2013» Initiate plain-language edit

• January – March 2013» Complete plain-language edit and French translation of documents» Finalize dissemination strategies for the Exercise Builder» Discuss possible next steps for the Exercise Builder in 2013/14

Timelines

The Wrap-up

• Your input on a dissemination strategy» CDs via PHAC/FNIH offices, Canada Post» Web-posting» Other

• Other Questions or Comments

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