OFFICE OF DISASTER PREPAREDNESS AND MANAGEMENT …

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THE OFFICE OF DISASTER PREPAREDNESS AND MANAGEMENT

(ODPM)

EXERCISE HANDBOOK

MARCH 20, 2013

for

THE ENERGY SECTOR

Tsunami Preparedness

A Division of the Ministry of National Security

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EXERCISE ‘OMEGA’ CONCEPT

On March 20th, 2013, the UNESCO Intergovernmental Coordination Group for the Tsunami

and other Coastal Hazards Warning System for the Caribbean Sea and Adjacent Regions

(ICG/CARIBE-EWS) and the US National Weather Service and National Tsunami Hazard

Mitigation Program will be conducting a tsunami exercise. This exercise entitled, ‘CARIBE

WAVE/LANTEX 13,’ encourages each Caribbean Emergency Management Organization (EMO)

to participate.

It is within this regard, the Office of Disaster Preparedness and Management (ODPM) will be

hosting Exercise “OMEGA.” There are five (5) main objectives of this exercise:-

1. Exercise Emergency Support Functions (ESF) Agencies, Disaster Management Units

(DMUs) and other participating stakeholders disaster response plans and operational

capability for a tsunami;

2. Build the capacity of Trinidad and Tobago to respond to a devastating tsunami

caused by an earthquake;

3. Foster Interoperability amongst national and external agencies to build usable,

relevant and enduring capabilities for executing humanitarian assistance/disaster

relief operations;

4. Conduct humanitarian assistance/disaster relief operations using command post and

field training exercise scenarios;

5. Exercise the coordination mechanism between the DMU Emergency Operations

Centre (EOC), the National Emergency Operations Centre, the National Security

Operations Centre (NSOC) and regional/international partner nations to synchronize,

prioritize and execute disaster relief operations, practising concepts.

The main participants of this exercise are the Ministry of Local Government (MOLG), ESF

Agencies, the Caribbean Disaster Emergency Management Agency (CDEMA), United Nations

Disaster Assessment and Coordination (UNDAC) and the International Federation for Red

Cross in Trinidad and Tobago (IFC).

As a member of the Energy Industry, operating within the Government of the Republic of

Trinidad and Tobago (GORTT), the ODPM encourages you to carry out an Exercise

simulating your response to a Tsunami on March 20th, 2013.

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TSNUAMI IMPACT SCENARIO

The CARIBE WAVE/LANTEX 13 Event

Earthquake Magnitude: - 8.5

Time: - 9:00AM

Latitude: - 13.350 N

Longitude: - 69.950W

Depth: - 10km

See Figure 1 below for illustration of earthquake origin in relation to the Caribbean Region.

Figure 1: Map depicting earthquake location in relation to Caribbean Region.

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As a result of this earthquake, tsunami waves have been generated. Figure 2 illustrates the

areas in Trinidad and Tobago that will be impacted by the tsunami waves. It is estimated that

all areas below 10 meters around the entire coast of Trinidad will be affected.

Figure 2: Areas impacted by tsunami waves around Trinidad and Tobago.

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TYPES OF EXERCISES

The following Table describes the various types of exercises you can conduct for the

purpose of this exercise.

Table 1: Types of Exercise to test Emergency Management Operations

Exercise Type Description Planning Period

Duration Comments

1. Orientation Exercise (Seminar)

A planned event, developed to bring individuals together with a common interest to develop plans, SOPs, etc.

2 weeks 1 day Individuals or mixed groups.

2. Drill A planned activity that tests, develops and/or maintains skills in a single or limited emergency response procedure.

2 days 1 day Individual technical groups generally.

3. Tabletop Exercise

The simulation of an emergency situation in an informal environment generally involving discussion.

2 weeks 1-3 days Single or multiple agencies.

4. Functional Exercise

Planned activities designed to test and evaluate organizational capacities.

1-2 months 1-5 days Multi-Agency participation.

5. Full-scale Exercise

A planned activity that involves actual mobilization and deployment of resources, EOC activation and emergency management functions.

2-6 months 1 day – 1 week

Multi-Agency participation.

WHAT TO DO AFTER YOU FINISH YOUR EXERCISE?

ANSWER ALL THE QUESTIONS AT THE BACK OF THIS HANDBOOK, WHICH YOU WOULD

HAVE OBTAINED FROM THE MINISTRY OF ENERGY AND ENERGY AFFAIRS, THE ODPM,

LOCAL DISASTER UNITS OR THE ODPM’S WEBSITE.

PLEASE RETURN TO US BY MARCH 29, 2013:-

EMAIL: [email protected]

FAX: 640-8988

MAIL TO: Office of Disaster Preparedness and Management (ODPM)

4A ORANGE GROVE ROAD, TACARIGUA, TRINCITY

WEB PAGE: WWW.ODPM.GOV.TT

http://www.odpm.gov.tt/

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ENERGY INDUSTRY RESPONSE BOOKLET

This booklet has four (4) sections, namely Employee Evacuation and Shelter in Place,

Emergency Operations Centre (EOC) Management, Critical Facilities Infrastructure

Protection (CFIP) and Business Continuity Management (BCM).

Industry/Business Name

..................................................................................

Type of Activity

....................................................................................

Address

..................................................................................

Assigned Evaluator

.................................................................................

Evaluator Contact Information (Tel/Mobile/Email Address)

................................................................................

DATE:-

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Check those that were observed and provide any comments. Please tick N/A if the question does not apply.

a) Employee Evacuation and Shelter-In-Place

Employee evacuation refers to your capability to prepare for, test communication and immediately

execute the safe movement and effective sheltering-in-place of an at-risk population. In addition, this

capability involves the safe re-entry of the population as necessary.

Table 2: Observation and Task Completion evaluation

No. Task/Observation

Time of Observation/Task Completion/Comments

1. A decision was made to evacuate the

building/area.

Decision maker(s) -

Time:-

Task Completed?

Fully [ ] Partially [ ] Not [ ] N/A [ ]

2. This evacuation required Multi-Agency

Coordination.

Were they contacted via telephone/fax/etc?


3. Demographic maps and hazard information

were utilized to identify the populations at

risk.


4. Tsunami evacuation plans and protocols

exist prior to the exercise.

Responsible party:-


5. The firm has a clearly defined and safe

muster point.


6. Emergency evacuation plans and standard

operating procedures (SOPs) were

previously developed, documented/mapped

and shared with all employees and visitors.


7. Employees were aware and used defined

evacuation routes.


8. Visitors were aware and used defined

evacuation routes.


9. Coordinated transportation response was

required.

- Who provided this service?

- Who coordinated the response?


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No. Task/Observation Time of Observation/Task Completion/Comments

10. Traffic control was required.

Who performed this activity?


11. Evacuees were placed in designated

Shelters.


12. Shelter sites were previously selected

based on evacuation routes and incident

characteristics.

Responsible persons for shelter selection:-


Time to complete the evacuation of

affected general population for an event

with advanced warning.

TARGET

Within 24-72 hours

ACTUAL

Time to complete the evacuation of

affected special needs population for

an event with advanced warning.

TARGET

Within 24-72 hours

ACTUAL

Time to notify affected population of

shelter-in-place order.

TARGET

Within 24-72 hours

ACTUAL

13. Were all employees were trained in basic

first aid or taught additional safety skills to

assist in the event persons sustained

injuries?

Who were trained?


14. Health and Safety Officers or an

Emergency Operations Centre addressed

the health, safety and security of the staff.


15. The progress of the affected area was

monitored to determine when re-entry was

deemed appropriate.

Who was responsible for this activity?

Time of re-entry:-


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b) Emergency Operations Centre (EOC) Management

Emergency Operations Centre (EOC) management is the capability to provide multi-agency coordination

(MAC) for incident management by activating and operating an EOC for a pre-planned or no-notice

event. EOC management includes: EOC activation, notification, staffing, and deactivation.



1. The response required full

activation of the EOC.

Who made the decision?


2. There was an established location

for the EOC.


3. All Emergency Support Functions

(ESFs) were staffed in the EOC.


4. EOC management utilized the

Incident Command System (ICS)

Framework.


5. Communication systems were

established and maintained.

Identify Agencies:-


6. Communication interoperability

plans and protocols exist and were

implemented.


7. All critical communication

networks were functioning.

Which ones were not functioning?


8. Resource mobilization required

communication among multi-

agencies.

Agencies:-

Resources mobilized:-


9. Resource logistics and distribution

support for incident response

operations according to the Incident

Management Team (IMT)

assignments in the Incident Action

Plan (IAP) were initiated.


10. Plans and procedures exist for

establishing a Logistics Staging

Area (LSA).


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11. How long the EOC remained

activated?

12. Describe EOC deactivation.

c) Critical Facilities Infrastructure Protection

The Critical Facility Infrastructure Protection (CFIP) capability enables entities to identify, assess,

prioritize and protect key resources so they can detect, prevent, deter, degrade and mitigate deliberate

efforts to destroy, incapacitate or exploit the Nation’s provisions to protect their property.

Table 3: Observation and Task Completion evaluation



1. An inventory for all Critical

Facilities exists.

Format:-


2. Vulnerability assessments have

been conducted on such Facilities.


3. Protective plans and measures exist

for each Facility.


4. A top-screen consequence analysis

was conducted to determine which

assets and systems required greatest

attention.

Responsible party:-


5. Activities were conducted to restore

normalcy to Critical Facilities.

Type of activity:-

Responsible person(s):-


6. Describe the possible impact(s) on

Agency and Public if normalcy not

restored.

7. An interdependency analysis was

done to determine the relationship

of the effect of impact within and

across sectors.


8. A damage assessment report was

completed for each respective

facility/infrastructure (if necessary).


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d) Business Continuity Management

Business Continuity Management (BCM) refers to any systems or processes that seek to ensure that

organizations are able to withstand any disruption to their normal/operation functioning.

Table 4:- Observation and Task Completion evaluation



1. My Agency has redundancy

systems in place.

Describe:-


2. My Agency has information backed

up on-site and/or off-site.


3. Plans and SOPs have been

previously developed to ensure the

business can return to normalcy.

Responsible party:-


4. The decision was made to deploy

resources to restore the

facility/infrastructure.

Who made the decision?

List resources deployed:-


5. Inter-Agency Coordination was

needed to return my business to

normalcy.

Which Agencies were required?


6. How long did it take for my

business to return to normalcy?

7. Business operations resumed before

the facility/infrastructure was

repaired.

Reason(s):-


8. My warehouse/storage facilities for

data are protected.


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ATTACHMENTS

1. Observations Summary

Write a general chronological narrative of responder actions based on your observations during the exercise. Provide an overview of what you witnessed and, specifically, discuss how a particular Activity was carried out during the exercise, referencing specific Tasks where applicable. The narrative provided will be used in developing the exercise After-Action Report (AAR)/Improvement Plan (IP).

2. Evaluator Observations

Record your key observations using the structure provided below (there is no maximum). Use these sections to discuss strengths and any areas requiring improvement. Please provide as much detail as possible, including references to specific Activities and/or Tasks. Document your observations with reference to plans, procedures, exercise logs and other resources. Describe and analyse what you observed and, if applicable, make specific recommendations. Please be thorough, clear, and comprehensive, as these sections will feed directly into the drafting of the After-Action Report (AAR). Submit on separate pages as necessary.

Structure Guidelines:-

Observation Title:

Related Activity:

Record for Lesson Learned? (Check the box that applies) Yes ___ No ___

1) Analysis: (Include a discussion of what happened. When? Where? How? Who was involved? Also describe the root cause of the observation, including contributing factors and what led to the strength. Finally, if applicable, describe the positive consequences of the actions observed).

2) References: (Include references to plans, policies, and procedures relevant to the observation).

3) Recommendation: (Even though you have identified this issue is a strength, please identify any recommendations you may have for enhancing performance further, or for how this strength may be institutionalized or shared with others).

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