Facilitator Orientation

Sunday, July 18, 2004

2 PM – 4 PM
Embassy Suites
Assembly Caucus Room

AGENDA

1. Welcome & Overview of Exercise Sean Fontenot

2. Exercise Goals & Defining Success Mark Wallace
3. Scenario Overview IEM
4. Post-Landfall Objectives IEM
5. Facilitator/Recorder Team Assignments IEM, Wayne Fairley
6. Functional Plan Format IEM
7. Breakout Room Missions and Objectives IEM
8. Action Rooms – Role in Exercise and Use IEM
9. Role of Facilitators & Recorders During Exercise IEM, Wayne Fairley
10. Facilitation Skills Review IEM
11. Post-Exercise Roles IEM
12. Wrap-Up/Questions IEM, Sean Fontenot
Exercise Facilitator Orientation
July 18, 2004 Date Here
 Exercise Overview
• Not a “Typical” Functional Exercise
• Exercise is Designed for Operational Folks to
Develop Plans to Help Bridge the Gaps Between
Existing Plans Î 6 Breakout and 3 Action Rooms
• Create Site-Specific Plans That Can Be Used This
Season
• Form the Foundation for Catastrophic Planning on
a National Level, for Other Site-Specific Plans

No Pixie Dust!
 Defining Success
For this Exercise
Date Here
• Gather all plans, models and studies that have been
completed previously.
• At a minimum, template (outline) the operational functional
plans for the following activities:
9How do we get the children back to school?
9How do we do search and rescue over the entire affected area?
9How do we handle the additional sheltering requirements?
9How do we provide temporary housing?
9Given the situation today, how do we provide temporary medical care?
9How do we clear, move and dispose all of the debris?
 Defining Success
Overall Objectives
Date Here

• Plan and conduct an exercise that drives the

writing of a joint response plan.

• Template the process used.

• Template the base plan and additional annexes.

• Identification of deliverables and timeline for

August and September.
 General Scenario Overview
• Hurricane Pam
– Makes Landfall at Grand Isle Tuesday 9/28/04
at Approximately 1 AM
– Strong Slow-Moving (≈ 5 MPH) Category 3
Hurricane with Sustained Winds of 120 MPH at
Landfall
– Spawns Tornados and Storm Surge Leaves
Majority of New Orleans Under 10-20 Feet of
Water
– Nightmare Scenario – Would Be Costliest and
Deadliest Hurricane in History
Reality Check
Reality Check
 Post-Landfall Objectives
• Validate existing state, regional and headquarters plans
(including checklist and decision & action “trigger points”),
recommend changes needed, and consolidate into a single joint
master plan.
• Identify potentially available existing teams/resources and
where, when and how they will be alerted, activated and
deployed.
• Identify new plans, checklists, and decision & action points that
need to be developed and documented.
• Identify any inconsistencies or conflicts between state, regional
and national plans and recommend changes to resolve
discrepancies.
 Post-Landfall Objectives
• Emphasis on:
•Search & Rescue •Sheltering
•Temporary Medical Care •Schools
•Temporary Housing •Debris

• Achieve the objectives with specific emphasis

on other “action topics” selected each day of
the exercise.
Facilitator/Recorder Assignments
Room Facilitator Recorder FEMA Facilitator LOHSEP Representative

Schools Don Broughton Jamie Camardelle Kelly Whitton Shaun Leonard

Search and Rescue Jeff Cardwell Melanie Bartis Marsha Brewer Cindy Montz

Sheltering Bill Shoaf Katie Freer Joanne Hull Shelley Bossom

Temporary Housing Bob Volland Barbara Robinson Joe Bearden Richard Weiser

Temporary Medical Jim Turner Monique Courrege Phil Bowen D.C. Jensen

Debris Teresa Carter Ben Bryant Robert Peters Art Jones

Action Room A Bill Massey Greg Peters Paul Regan Melvin Smith

Action Room B Don Cobb Natalie Jones Chuck Gregg N/A

Action Room C Greg Padgett Jeremy Landry Pete Jensen N/A

Overwatch N/A Gina Costello N/A N/A

 Functional Plan Format
• Situation (Day 1)
– General
– Assumptions
– Organization
• Mission (Day 1)
• Execution
– Concept of Operations (Day 2)
– Specific Tasks to Lead – Support and Coordinating
Agencies (Day 3)
– Coordinating Instructions (Day 3)
 Functional Plan Format
• Logistics and Administration
– Concept of Support (Day 2)
– Special Assistance (Day 3)
– Personnel (Day 4)
• Lead/Support Relationships and
Communications (Day 4)
– Lead and Support Relationships
– Communication Requirements
 Schools Breakout Room
Mission and Objective
Mission Statement
• Restore delivery of educational services to children whose
schooling was disrupted following landfall of Hurricane
Pam in southeast Louisiana.
Breakout Room Objective
• Develop an action plan to restore delivery of educational services to children
who will not be able to attend their normal school for more than two weeks
following landfall of Hurricane Pam in southeast Louisiana. This plan should
emphasize establishing a means for expediting the re-opening of schools in
areas where this can be achieved in two weeks. This plan will need to be
coordinated with the sheltering plan as some school facilities will be utilized
as shelters and cannot be fully re-opened to students until shelter operations
have ceased. It should also establish a strategy for educating children who will
be forced to live in shelters or temporary housing away from their schools for
extended periods due to trapped floodwaters or extensive damage to homes
and schools. Resources should be identified so that this plan can be
implemented within four weeks of landfall for a majority of affected children
and be sustained for at least four weeks after being put in effect.
 Search and Rescue Breakout Room
Mission and Objective
Mission Statement
• Timely execution of search and rescue operations in order
to minimize loss of life to persons unable to reach safe
shelter outside of the affected area prior to landfall of
Hurricane Pam.
Breakout Room Objective
• Develop an action plan for execution of search and rescue operations
in order to minimize loss of life to persons unable to reach safe shelter
outside of the affected area prior to landfall of Hurricane Pam. It
should consider identification of persons in need, prioritization, and
execution for extraction for “refuges of last resort,” swift water rescues
(e.g., persons trapped by riverine flooding while trying to evacuate
late), and rescues required as a result of collapsed or water-bound
buildings. This plan should also state how observations by Search and
Rescue teams will be gathered and incorporated into assessment
activities since they will constitute the majority of “on the ground”
responders in the early period following landfall.
 Shelter Breakout Room
Mission and Objective
Mission Statement
• Provide shelter to members of the public forced
from their homes by Hurricane Pam until they are
able to return to their homes, find alternate
housing, or can be provided with temporary
housing arrangements.
Breakout Room Objective
• Develop an action plan for providing shelter to members of the public forced
from their home by Hurricane Pam until they are able to return to their homes,
find alternate housing, or can be provided with temporary housing
arrangements. The plan should identify shelter facilities and resources to staff
them for both regular and special needs populations in the affected areas. It
should also identify how other basic human needs will be provided to
sheltering populations, including food, water, sanitary needs, and clothing, for
adults and children.
 Temp Housing Breakout Room
Mission and Objective
Mission Statement
• Provide temporary housing to members of the public in
southeast Louisiana whose homes sustained major damage
as a result of Hurricane Pam and will not be able to return
to their homes until permanent alternate housing is
obtained or their home is restored to habitability.
Breakout Room Objective
• Develop an action plan for provision of temporary housing to members of the public in southeast
Louisiana whose homes sustained major damage as a result of Hurricane Pam and will not be able to
return to their homes until permanent alternate housing is obtained or their home is restored to
habitability. This plan should incorporate the Federal Emergency Management Agency (FEMA)
catastrophic housing strategy. It should define eligibility criteria which can be clearly communicated
to and understood by the public, as well as a strategy for proactively identifying those eligible. It
should identify land on which temporary housing can be installed or constructed, and identify
agreements for its use. It should identify resources to be used for the facilities themselves, for
transporting them to locations where needed, and for erection or construction of the housing. Finally,
the plan will address how support services (e.g. utility services, trash pickup, and schools) will be
provided to those areas, as well as how provision of basic human needs will be transitioned from
shelters to temporary housing locations as appropriate.
Temp Medical Care Breakout Room
Mission and Objective
Mission Statement
• Provide temporary medical care, emergency medical care,
normal outpatient care (e.g., doctors, dentists, laboratory
and radiology, dialysis clinics, and home nursing), and
hospital care to the population of southeast Louisiana until
customary medical facilities and services are returned to
operational status in the areas impacted by Hurricane Pam.
Breakout Room Objective
• Develop an action plan for providing temporary medical care to the population of southeast
Louisiana until normal medical facilities and services (e.g., doctors, dentists, laboratory and
radiology, dialysis clinics, and home nursing) are returned to operational status in the areas impacted
by Hurricane Pam. This includes emergency medical care in the initial stages of response, as well as
the middle term solution to providing routine medical services until normal medical facilities are
returned to operational status in the areas impacted by Hurricane Pam. The plan shall address
integration with Search and Rescue operations. It should address how government resources will be
used to support existing local health care providers in handling an increased patient load. It should
identify facilities that will be utilized to provide medical care on a temporary basis, in addition to
existing structures (e.g., hospitals and clinics), and the resources (e.g., personnel, pharmaceuticals,
and equipment) that will be used in them. Finally, the plan will provide pre-scripted public
information for use in communicating pertinent information about the plan to members of the health
care community and members of the population affected by Hurricane Pam.
 Debris Breakout Room
Mission and Objective
Mission Statement
• Remove debris from areas impacted by Hurricane Pam so
that rescue, response, and recovery operations can be
accomplished in a timely manner, as well as minimizing
public health impacts and delays in economic recovery.
Breakout Room Objective
• Develop an action plan for identification, removal, processing, and permanent
disposal of debris created by impact of Hurricane Pam in southeast Louisiana.
This plan should support and function in a coordinated fashion with existing
debris management plans in the 13 parishes. This plan will address removal of
debris and open transportation access as an initial priority, integrating that with
the long-term strategy for processing and disposal of all debris. Equipment,
land, transportation, and personnel resources will be identified and agreements
will be established to acquire use of these resources in an expedited manner.
The plan will define criteria for prioritization of debris removal efforts once
transportation access has been established.
 Action Rooms
• Single-Day Planning Activities (“Problem of the
Day”) – Three Rooms
– Unwatering
– Billeting of Federal Disaster Response Personnel
– Hazardous Materials
– Family Reunification
– Access Control
– Mass Fatalities
– Donations/Volunteer Management
 Role of Facilitators
• What are you supposed to do?
– Direct the Process of the Planning
– Indirectly Participate
– Help Team Focus on the Task
– Encourage Participation
– Protect Members from Aggressive Actions of
Others
– Ensure All Outside Contact Begins with “This
is an exercise.”
 Role of Facilitators
• What are you supposed to do?
– Maintain Room Security
– Protect FOUO Materials
– Clarify Consequence Results for Group
– Attend Daily Post-Exercise Briefing
• What are you not supposed to do?
– Directly Participate
– Solve Planning Problems for the Group

Daily Objectives Must Be Met By 1830

(Unless Extension Granted by EDC)
 Role of Recorders
• What are you supposed to do?
– Provide a Permanent Record of the Planning
Effort
– Must Capture All Parking Lot Issues
– Reinforce Participation and Allow for Follow-
Up
– Attend Daily Post-Exercise Briefing
• What are you not supposed to do?
– Directly Participate
– Solve Planning Problems for the Group
 Facilitation Skills Review
• Establish Command of the Room
– Introduce Facilitation Team and Explain Roles
of Facilitation Team and of Participants
– Discuss Ground Rules
• Be on Time
• Come Prepared to Work
• Work at the Process and Contribute to Solutions
• Respect Others’ Opinions
• Participate Freely and Enthusiastically
 Facilitation Skills Review
• Establish Command of the Room
– Review Structure for the Week
• Introduce Draft Functional Plan Template
• Lay Out Time-Based Goals for the Week/Day
– Review Mission and Identify Lead Federal and
State Agencies with Group
• They will be briefing Unified Command Group on a
daily basis, so will be Team Leaders and your allies.
 Facilitation Skills Review
• The Facilitator should intervene:
– To keep the team on track
– To keep on schedule
– To identify patterns and theme
– To clarify tasks, responsibilities, etc
– To manage conflict
– To summarize or verify understanding
– To challenge the spread of PIXIE DUST
 Facilitation Skills Review
• The facilitator should not intervene when:
– The team facilitates itself
– The team has not had a chance to correct itself
– The team is proceeding toward mission
accomplishment on schedule
– Your comments would be irrelevant to the
team’s mission
– Immediately after an intervention of the same
type
 Facilitation Skills Review
• Intervention Questions
– Redirect Î Did everyone hear what Mike said just a
moment ago?
– Raising Awareness Î We began by talking about issue
A, but now we are talking about issue B. Is this really
what we want to be doing?
– Inviting Exploration Î I wonder if we are all clear
about where we are headed with this line of discussion.
Why don’t we take a moment and talk about where this
discussion is headed?
 Post-Exercise Roles
Recorders
• Ensure Turnover of Notes and Products
Facilitators
• Cleanup and Organization of Exercise
Products into a Finalized Form
Participants
• May Ask for an Extension from Unified
Command to Continue Work for Limited
Time
 Wrap-Up
• A lot of work has gone into preparing for
this exercise.
• Achievement of success for the exercise and
this project in general now passes into your
hands.
– Keep participants energized.
– Keep participants focused on daily goals and
overall outcomes.
– Help participants solve problems (but don’t
solve them for them).
Questions?