HSEEP Training Course Module 3

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Homeland Security Exercise and Evaluation Program
(HSEEP)Training Course
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Module 3
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HSEEP Cycle Module 3
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Terminal Objective

• You will learn how to build a foundation for an
  HSEEP exercise, including organizing the Exercise
  Planning Team, scheduling planning conferences,
  and outlining a project management timeline.

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Module 3 Foundation

• Lesson 1 Forming an Exercise Planning Team
• Lesson 2 Exercise Planning Conferences
• Lesson 3 Project Management

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Module 3 Foundation Lesson 1 Forming an Exercise
Planning Team
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Lesson 1 Enabling Objectives

• After completing this lesson, you should be able
  to
• 3.1.1 Define an Exercise Planning Team
• 3.1.2 Explain the structure of an Exercise
  Planning Team
• 3.1.3 Define Exercise Planning Team staffing and
  responsibilities
• 3.1.4 Describe the characteristics of a
  successful Exercise Planning Team
• 3.1.5 Select an Exercise Planning Team

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What Is an Exercise Planning Team?

• Designs, develops, conducts, and evaluates
  exercises
• Determines exercise objectives, creates
  scenarios, and develops documentation
• Develops and distributes pre-exercise materials
• Conducts exercise briefings and training sessions

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Exercise Planning Team Structure

• Uses the Incident Command System (ICS) structure,
  a modular and scalable tool for command, control,
  and coordination
• Expands and contracts easily
• Allows a clear chain of command
• Uses a common organizational structure

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Command

• National Incident Management System (NIMS)
  definition
• Command Staff is responsible for overall
  management of the incident

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Command-Exercise Planning Team

• Example Exercise Planning Team Leader
  application
• Has overall responsibility for planning,
  coordinating, and overseeing all exercise
  functions
• Monitors exercise development and progress and
  coordinates decisions regarding significant
  changes
• Ensures exercise execution and collection of
  evaluation materials after the exercise

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Operations Section

• NIMS definition
• Operations Section is responsible for managing
  tactical operations at the incident site.

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Operations Section (continued)

• Example Exercise Planning Team application
• Representatives from key agencies identified
  based on exercise concept
• Responsible for selecting the exercise design
  objective and constructing the scenario
• Identifies representatives to act as controllers
  that will manage the exercise site

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Planning Section

• NIMS definition
• Planning Section collects, evaluates, and
  disseminates incident situation information and
  intelligence.

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Planning Section (continued)

• Example Exercise Planning Team application
• Responsible for selecting Exercise Evaluation
  Guides (EEGs) that complement exercise design
  objectives
• Identifies and supplies an adequate
  representation of non-participating agencies
  needed for exercise response
• Identifies and trains appropriate personnel
  capable of conducting exercise evaluation

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Logistics Section

• NIMS definition
• Logistics Section is responsible for all support
  requirements needed to facilitate effective and
  efficient incident management.

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Logistics Section (continued)

• Example Logistics Section application
• Consists of all agencies involved in the plans
  being exercised
• Provides support items (e.g., signs),
  coordination (e.g., actors), and various
  resources (e.g., communications) for a successful
  exercise
• Supplies exercise support staff on the day of the
  exercise

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Finance/Administration Section

• NIMS definition
• Finance/Administration Section is established
  when the agency(s) involved in incident
  management activities require(s) finance and
  other administrative support.

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Finance/Admin Section (continued)

• Example Finance/Administration Section
  application
• Manages the grant funding by tracking the
  planning teams spending and financial
  compensation
• Coordinates and provides registration services
  for VIPs and observers

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Subject Matter Experts

• Add functional knowledge and expertise to the
  Exercise Planning Team.
• Help make the scenario realistic and plausible.
• Ensure jurisdictions have appropriate
  capabilities to respond.

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Exercise Planning Team Characteristics

• Successful Exercise Planning Teams
• Use ICS
• Employ project management principles
• Clearly define roles, responsibilities, and
  functional requirements
• Follow a standardized design/development process
• Call on the support of senior officials,
  community leaders, and the private sector

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Activity 5 Selecting an Exercise Planning Team
Objective Assign Exercise Planning Team
Responsibilities Based on the ICS

• Instructions
• Review each of the short biographies in Appendix
  M.
• Decide, as a group, which community member best
  fits each role based on the responsibilities of
  that role and the expertise of the community
  member.
• Complete the Exercise Planning Team Worksheet
  provided.

Time Activity 20 minutes Report Back 10 minutes
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Americana Chemical FSE Exercise Planning Team
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Lesson 1 Review

• In this lesson, we have discussed
• How to form an Exercise Planning Team
• How to use ICS as the structure within the
  Exercise Planning Team
• Staffing for an Exercise Planning Team and their
  responsibilities
• The characteristics of successful Exercise
  Planning Teams
• How to assign Exercise Planning Team roles based
  on the ICS structure

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Module 3 Foundation Lesson 2 Exercise Planning
Conferences
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Lesson 2 Enabling Objectives

• After completing this lesson, you should be able
  to
• 3.2.1 Describe a planning conference
• 3.2.2 List the planning conferences necessary to
  conduct a discussion-based exercise
• 3.2.3 Plan a conference

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What Is a Planning Conference?

• Meeting to discuss, review, or develop exercise
  content
• Forum for coordination and collaboration among
  participating agencies and officials

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Exercise Planning Conferences

• Can include
• Concept and Objectives (CO) Meeting
• Initial Planning Conference (IPC)
• Midterm Planning Conference (MPC)
• Master Scenario Events List (MSEL) Conference
• Final Planning Conference (FPC)

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Concept and Objectives Meeting

• Primary focus
• Identify the type, scope, objectives, and
  purpose
• Discussion points
• Exercise purpose
• Scenario, goals, and objectives
• Location, date, and duration
• Assumptions and artificialities
• Control and evaluation
• Security and logistics

Lessons Learned The CO Meeting can be
combined with the IPC.
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Initial Planning Conference

• Primary focus
• Lay the foundation for exercise development
• Length
• 3 to 6 hours, depending on exercise scope
• Location
• Determined by the Exercise Planning Team Leader

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Initial Planning Conference (continued)

• Discussion points
• Scope, design tasks, and exercise conditions
• Objectives and scenario variables
• Evaluation tools
• Local issues, concerns, and sensitivities
• Exercise logistics

Lessons Learned Providing read-ahead materials,
such as an agenda, background information, and
purpose allows conferences to be more
productive. Sample materials can be found in
HSEEP Volume IV.
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Initial Planning Conference (continued)

• Outcomes
• Clearly defined objectives, scenario, and
  location
• Assigned responsibility for exercise
  materials/logistics
• A planning schedule

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Initial Planning Conference (continued)

• Follow-up activities include
• Prepare and distribute IPC minutes
• Continue direct contact between members
• Members complete assigned responsibilities

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Midterm Planning Conference

• Primary focus
• Additional opportunity to discuss logistical and
  organizational issues
• Length
• 3 to 6 hours, depending on exercise scope
• Location
• Determined by Exercise Planning Team Leader

Lessons Learned Frequent productive
coordination within the Exercise Planning Team in
the time between planning conferences is
critical to project management.
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Midterm Planning Conference (continued)

• Discussion points
• Staffing concepts
• Scenario and timeline development
• Scheduling
• Logistics/administrative tasks
• Reviewing draft documentation
• Tools
• Agenda
• Minutes from previous planning conferences
• Draft scenario timeline

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Midterm Planning Conference (continued)

• Expected outcomes
• Agreement on final Exercise Plan (EXPLAN) details
• Review of scenario timeline
• Review of documentation
• Development of scenario injects
• Agreement on exercise site
• Finalization of date, time, and location of the
  FPC

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Master Scenario Events List Conference

• Primary focus
• A forum for reviewing the scenario timeline
• Location
• Can be held in conjunction with the MPC
• Discussion points
• Review event flow and content
• Exercise timeline

Lessons Learned A MSEL Conference can be held
in conjunction with the MPC to minimize travel
and meeting time.
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Final Planning Conference

• Primary focus
• Forum for reviewing exercise processes and
  procedures
• Length
• 4 to 6 hours
• Location
• Close proximity to the exercise venue

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Final Planning Conference (continued)

• Discussion points
• Resolve remaining exercise planning issues
• Review exercise logistical tasks
• Review and approve documents and briefings
• Tools
• Minutes from previous conferences
• Agenda
• Draft exercise documents

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Final Planning Conference (continued)

• Outcomes
• Final approval of exercise processes and
  procedures
• Approval of documents and materials for
  production
• Identification and resolution of last-minute
  issues
• Confirmation of logistical elements
• Follow-up
• Prepare and distribute FPC minutes
• Produce exercises materials
• Practice and prepare for exercise conduct

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Exercise Planning Conferences
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Conference Timelines
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Activity 6 Exercise Conference Planning
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Lesson 2 Review

• In this lesson, we have discussed
• The definition of a planning conference
• The characteristics of each planning conference
• The planning conferences required for discussion-
  and operations-based exercises

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Module 3 Foundation Lesson 3 Project Management
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Lesson 3 Enabling Objectives

• By the end of this lesson, you will be able to
• 3.3.1 Explain project management principles
• 3.3.2 Describe the HSEEP Toolkit

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Project Management Principles

• Manage HSEEP exercises by
• Establishing a project timeline
• Assigning responsibilities
• Managing exercise budget
• Maintaining document control

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Project Timeline

• Build your exercise timeline by identifying
• Milestones
• Project duration

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Gantt Charts
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Assigning Responsibilities

• Manage your team by
• Clearly defining areas of responsibility
• Tasking members appropriate to their skill set or
  subject matter expertise
• Conducting meetings and tracking the projects
  progression and timeline

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Budget Management

• Must consider program/project budget constraints
  related to
• Labor costs
• Travel costs
• Other Direct Costs (ODCs)

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Document Control

• Maintaining quality assurance and document
  control entails
• Editing and peer review of documents
• Limiting access to documents
• Version control

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Project Management Tips

• Understand the history of the exercise program.
• Develop and maintain situational awareness of
  political/departmental sensitivities.
• Recognize how changes to the team structure will
  affect the project timeline.
• Recognize personality clashes and mitigate them.

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The HSEEP Toolkit

• National Exercise Schedule (NEXS) System
• Design and Development System (DDS)
• MSEL Builder
• EEG Builder
• Corrective Action Program (CAP) System

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HSEEP Toolkit Purpose

• Support development of self-sustaining exercise
  programs.
• Simplify exercise planning and improvement
  planning process.
• Facilitate exercise conduct, evaluation, and
  improvement planning in accordance with HSEEP
  policy and guidance.
• Provide templates and guidance to aid exercise
  program managers.

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HSEEP Toolkit Benefits

• Promotes HSEEP standards
• Saves time and increases efficiency
• Easy to use step-by-step design
• Provides standard document templates and
  structure
• Minimizes keystrokes
• Accountability and oversight

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HSEEP Toolkit Help Desk

• The HSEEP Toolkit Help Desk can provide access to
  the toolkit, troubleshoot problems, and answer
  questions
• E-mail support_at_hseep.net
• Phone (877) 612-HELP (4357)
• Hours (CST)
• Weekdays 700 a.m. to 700 p.m.
• Weekends 1000 a.m. to 200 p.m.

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Additional Training

• Jurisdictions may request a field-based toolkit
  training workshop
• This is a 1-day computer lab course demonstrating
  the fundamentals of the toolkit applications
• Jurisdictions may request Web- and field-based
  training to support a TEPW and After-Action
  Conference
• Each toolkit application has online help and
  training features

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Lesson 3 Review

• In this lesson, we have discussed
• Project management principles
• Establishing a project timeline
• Assigning responsibilities
• Managing exercise budget
• Maintaining document control
• The HSEEP Toolkit

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Module 3 Foundation Summary

• Module 3 has outlined how to form a strong
  foundation for exercise design and development
• Exercise Planning Team selection and structure
• Establishing an effective exercise planning
  schedule using all necessary conferences
• Using valuable exercise planning tools such as
  the HSEEP Toolkit
• In Module 4, you will incorporate these lessons
  to design and develop a successful exercise

Module 2 Exercise Program Management
Module 4 Design and Development
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End of Module 3