Planning for drills and exercises with an EEW component is not difficult when some simple steps and procedures are consistently followed. A well-designed drill or exercise provides a low-risk environment to test capabilities; familiarizes participants with an organization’s goals and objectives, as well as their roles and responsibilities; and fosters meaningful interaction and communication to maximize learning.
1. Create a Planning Team
Create a Planning Team. Involve representatives from the whole community to plan your organization’s drills and exercises. Simple drills may not require much planning, especially if they are mandated by regulation or law. However, to fully test a system or process, multiple perspectives and levels of expertise will enhance the experience and enable a better evaluation of your test, drill, or exercise.
An Exercise Coordinator should be appointed if this position is not already established in the organization. This person oversees the drill or exercise and ensures that it stays on track.
An Exercise Facilitator can be the same as the Exercise Coordinator for drills and smaller exercises. However, a dedicated facilitator is specifically needed for Tabletop Exercises (TTX). A facilitator guides participants through a discussion of one or more scenarios.
Technical Support will be needed to integrate ShakeAlert EEW and any other technical features used in the test, drill, or exercise.
Exercise Evaluators are often individuals who are outside the organization and can provide more objective observations. The larger the exercise, the more evaluators will be required.
A Scribe(s) will be needed for taking notes during the drill or exercise, as well as during the evaluation.
2. Identify a clear purpose, objective(s), and scope
Identify a clear purpose, objective(s), and scope that reflect what your organization wants to test, drill, or exercise with an EEW component. This will help to clarify what you are testing, drilling, or exercising and why.
3. Identify who will be involved
Identify who will be involved. Decide if the test, drill, or exercise will include a specific group or the entire organization, and what their involvement or task(s) will be.
WHOLE COMMUNITY INVOLVEMENT
It is critical to carefully design physical and technologically accessible aspects of exercises, so all people can participate. Be thoughtful, flexible, and accommodating, – from your planning team members to the planning itself. The “whole community” concept is central to FEMA’s National Response Framework and HSEEP.
4. Write your scenario
Write your scenario. Add the alert to start or to be used during your test, drill, or exercise.
For Drills, the scenario is straightforward; typically, only a single action is tested.
For Functional Exercises, scenarios could be short and simple or lengthy and complex, depending on what is being tested. The identified purpose and objective(s) will help your organization to focus on these topics for evaluation and improvement plans (i.e., often known as an After-Action Report/Improvement Plan [AAR/IP]).
5. Decide on a date, time, and location for optimal participation
Decide on a date, time, and location for optimal participation. Confirm this time with the organization’s leadership and all key participants.
6. Determine what technical support is needed
Determine what technical support is needed before or during the drill or exercise. (See the Technical Checklist.)
7. Notify or invite participants/players
Notify or invite participants/players. Include information that describes the ShakeAlert EEW test, drill, or exercise, possible benefits from participation, and proposed roles for the day of the event. Include the type, date, time, and location of the test, drill, or exercise; a description on what to expect; and a point of contact and note on where to access additional information in advance.
8. Consider these registration tips
Consider these registration tips. Consider using a simple process for participants to register using online tools such as Eventbrite, Google Form, Zoom, other web-based formats, or whatever reliable approach works for your organization! Remember, not everyone has access to the internet. Encourage organizations to work with their communities to encourage participation among the whole community and to manage registration for those who need help. Depending on your identified purpose, objective(s), and scope, consider registering the drill or exercise with the following:
ShakeOut
Your state and/or local Emergency Management Agency
Ready.gov (FEMA)
KEEPING RECORDS
It may be important to keep a record of all participants for training records and to meet any compliance requirements.
Documented participation can also be kept in employee records to assist floor wardens and building assessment teams following earthquakes.
These records can be proof-positive of team, organizational, or community preparedness successes. They may even factor into future preparedness grant applications.
9. Reminders are always important
Reminders are always important. Consider issuing reminders via email, post them on the organization’s website and on its social media channels, and via placards placed in high-traffic areas throughout the organization’s facilities. This is important to engage sufficient and meaningful participation and to ensure those who have registered show up on the day of the drill or exercise.
Determine Purpose, Objectives, Scope
It is imperative to determine the intended purpose of a drill or exercise, regardless of its size or complexity, and at least one objective and its scope. This will offer clarity and focus on what is to be tested and why. Capability gaps and areas for improvement will be more easily identified by evaluating if and how the drill or exercise did or did not meet the purpose, objective(s), and scope.
Purpose
Typically, the purpose of a drill or exercise focuses on the desired singular, overarching outcome. A simple purpose is best. Multiple purpose statements may be used for larger, more complex exercises.
Example: “The drill’s purpose is to test employees’ compliance with recommended self-protective actions when they receive a ShakeAlert EEW.”
Objective(s)
An objective(s) is an actionable item(s) an organization wants to achieve in a specific amount of time. The best objectives are SMART (Specific, Measurable, Achievable, Relevant, and Time-Based). Only one objective is needed, but more should be added as more elements are tested.
Objective Example: Evacuate every employee from the building and assemble in the Evacuation Zone within 10 minutes after shaking has stopped.
Customizable Objective Example: Demonstrate the ability of staff to receive a ShakeAlert-powered alert through and take appropriate protective actions (e.g., Drop, Cover, and Hold On or a modified protective action) within seconds, in accordance with.
SMART Guidelines for Exercise Objectives
Specific
Objectives should address the five Ws – who, what, when, where, and why. The objective specifies what needs to be done with a timeline for completion.
Measurable
Objectives should include numeric or descriptive measures that define quantity, quality, cost, etc. Their focus should be on observable actions and outcomes.
Achievable
Objectives should be within the control, influence, and resources of exercise play and participant actions.
Relevant
Objectives should be instrumental to the mission of the organization and link to its goals and strategic intent.
Time-bound
A specified and reasonable timeframe should be incorporated into all objectives.
Scope
The scope is the “how big” part of your drill or exercise. Determine who and what should be included.
Scope Example: The drill and evacuation exercise will only include employees on the second floor of the building.
