NHI Talking Operations: Transportation Operations for Planned and Unplanned Events Steven J' Cyra, P

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NHI Talking OperationsTransportation Operations
for Planned and Unplanned EventsSteven J. Cyra,
PE, PTOE, HNTB Corporation
Emergency Transportation Operations
(ETO)After-Action Reviews What, Why, and
How?2008 Wisconsin Floods Case Study
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Discussion

• What are After-Action Reviews (AARs)?
• Where do AARs fit in the context of an ETO Plan?
• Tips for conducting an AAR
• Case study 2008 Wisconsin Flooding AAR
• Conclusion
• Conference announcement

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AAR Defined

• A structured, non-judgmental review and
  discussion of an activity or mission
• Post game Chalk Talk
• Goal Create a state of mind where everybody is
  assessing themselves, their units, and their
  organizations and asking how can they improve.
• Seizing an opportunity to learn!

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AAR 4 Basic Discussion Questions

• What did we set out to do?
• What actually happened?
• Why did it happen?
• What are we going to do next time?

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ETO Framework
Emergency Transportation Operations (ETO)
ETO Program ETO Plan Maintenance Training Asset
Management Finance / Budget Contracting Performanc
e Evaluation Vulnerability / Mitigation
ETO Response Threat Assessment Incident
Notification ICS Response Public
Information After-Action Reviews
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AAR Tips Do

• Schedule AARs shortly after the event
• Make reviews routine
• Identify experienced, objective facilitator
• Collect objective supporting data
• Establish clear groundrules
• Proceed systematically (4 questions)
• Invite and involve all participants
• Probe for underlying cause/effect relationships
• Identify activities to be sustained (positives)
  as well as errors to be avoided (negative)

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AAR Tips Dont

• Conduct AARs without planning
• Conduct reviews infrequently, irregularly
• Allow debates to bog down fact establishment
• Allow dominating leaders, mgrs to facilitate AARs
• Base individual performance evaluations or
  promotions on mistakes admitted in AARs
• Permit unstructured, meandering, disorganized
  discussions
• Use the B or F words (Blame, Fault)
• Conclude without a list of items learned to be
  applied in the future

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WisDOT 2008 Flooding AAR

• Background
• June 7 to June 24, 2008
• Multiple Interstate closures
• State EOC activated, on-site WisDOT
  representation by WisHELP staff
• AARs conducted in 5 Regions, STOC, WisDOT Central
  Office July 1-21, 2008
• Formal ETO Plan was work-in-progress

Photos Courtesy of WI Emergency Management
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WisDOT 2008 Flooding AAR-Successes
Regional Cooperation and Coordination
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WisDOT 2008 Flooding AAR-Successes

• WisHELP concept to reality in 4 weeks
• Ad hoc development of Google Map for road
  closures
• Strong support from Bureau of Structures staff in
  site-specific emergency bridge inspection
• Southeast, Southwest regions designed,
  contracted, and constructed I-94 crossover in 4
  days, opening interstate westbound
• Statewide Traffic Operations Center (STOC) served
  as a hub for inter-regional, inter-state
  coordination and communication
• Pitch-in spirit of staff
• An excellent basis for further development of the
  WisDOT ETO Plan

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WisDOT 2008 Flooding AAR-Recommendations

• Nearly 150 specific recommendations, prioritized
  for Immediate, Short, and Long-Term
  implementation. Key recommendations
• Deploy a more sophisticated mapping system for
  tracking roadway closures and other information
• Implement emergency contractor procurement
  mechanisms
• Identify a more standardized situation room in
  each region, equip as appropriate
• Improve adoption of unified command within
  WisDOT, enhance ICS training for appropriate
  staff
• Recognize/set work-hour limitations, develop
  staffing plans
• Clarify roles, responsibilities (DSP, WEM/EOC,
  others)

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Conclusion

• Management of a significant incident or emergency
  is not complete until an AAR is conducted.
• AARs should be regular, routine, automatic.
• Seize the opportunity to learn! Apply AAR
  results to on-going ETO Program.

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There is no feeling in the world to compare with
the feeling you get when you know you blew it,
and you have to explain in excruciating detail
during simulation debriefing why you acted as you
did. There are no excuses. Gene Kranz, former
NASA Flight Director From Failure is not an
Option
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Conference Announcement / Plug
Transportation Operations for Planned and
Unplanned Events (March 25-27, 2009) preceded by
and in coordination with ITE 2009 Technical
Conference Transportation Operations in Action
(March 22-25, 2009) Phoenix, AZ Planning
Committee Co-Chairs Laurie Radow, FHWA,
Laurel.Radow_at_dot.gov Steve Cyra, HNTB,
scyra_at_hntb.com