ML030930047
| ML030930047 | |
| Person / Time | |
|---|---|
| Site: | West Valley Demonstration Project, P00M-032 |
| Issue date: | 03/25/2003 |
| From: | Horton D US Dept of Energy, West Valley Demonstration Project |
| To: | Glenn C NRC/EDO |
| References | |
| +KBR1SISP20050613, 00019072 EMAP-203, Rev 4 | |
| Download: ML030930047 (39) | |
Text
/ RECORDS MANAGEMENT DEPARTMENT TO: C. GLENN NRC HEADQUARTERS DATE: 03/25/200S FROM: D.L. HORTON AOC-21 TEL: 716 942-4300 PAGEs 1 TRANSMITTAL NUM: 000019072 CONTROLLED COPY TRANSMITTAL / RECEIPT ACKNOWLFDlGEIFNfT Attached is a CONTROLLED COPY of the following documentts) and its applicable irdex. Add or replace your existing copy with the attached.
CONTROLLED ISSUE COPY# PROC ID REV# FC# DATE PROCEDURE TITLE 136 EMAP-203 4 03/24/2003 EMERGENCY PREPAREDNESS EXERCISES Copies made from a controlled document MUST be marked UNCONTROLLED before distributions Signature below signifies all previous revisions, if applicable, have been destroyed or marked superseded.
I have complied with the above instructionss
_ _ _RETURN BY: 04/08/2003 Signature (BLACK INDELIBLE INK ONLY) Date FOR YOUR CONVENIENCE. A SELF-ADDRESSED, STAMPED ENVELOPE HAS BEEN INCLUDED.
.M5
WVDPEMERGENCY MANAGEMENT ADMINISTRATIVE PAGE: 1 DATEs 03/25/2003 TIME. 13t17 PROCEDURES WVDP-139 VOL II INDEX ISSUE STATUS DATI OnHTZANT MANAGER PRQn I EEL S PROCEDURE TMTIF 0 ADMINISTRATION OF THE EMERGENCY MANAGEMENT ACTIVE 09/29/1995 CHILSON,L.J.
EMAP-201 PROGRAM 0 1 ADMINISTRATION OF THE EMERGENCY MANAGEMENT ACTIVE 05/21/1997 CHILSON,L.J.
EMAP-201 PROGRAM 0 2 ADMINISTRATION OF THE EMERGENCY MANAGEMENT ACTIVE 10/07/1998 CHILSONL.J.
EMAP-201 PROGRAM 0 3 ADMINISTRATION OF THE EMERGENCY MANAGEMENT ACTIVE 06/25/1999 CHILSON,L.J.
EMAP-201 PROGRAM 4 ADMINISTRATION OF THE EMERGENCY MANAGEMENT ACTIVE 01/10/2000 CHILSON,L.J.
EMAP-201 0 PROGRAM TRAINING OF THE EMERGENCY RESPONSE ACTIVE 02/28/2002 CHILSON,L.J.
EMAP-202 4 ORGANIZATION (ERO) 4 1 TRAINING OF THE EMERGENCY RESPONSE ACTIVE 04/30/2002 CHILSONL.J.
EMAP-202 ORGANIZATION (ERO) 4 2 TRAINING OF THE EMERGENCY RESPONSE ACTIVE 11/06/2002 CHILSONL.J.
EMAP-202 ORGANIZATION (ERO) 4 EMERGENCY PREPAREDNESS EXERCISES ACTIVE 03/24/2003 CHILSON,L.J.
EMAP-203 FACILITIES AND EQUIPMENT ACTIVE 11/12/2002 CHILSON,L.J.
EMAP-204 6 I EMAP-EMERGENCY MANAGEMENT DEPARTMENT ACTIVE 10/20/2000 CHILSON,L.J.
EMAP-206 INTERNAL SELF-ASSESSMENT PROGRAM
EMAP-203 Rev. 4 Page 1 of 36 Date 03/24/03
\__x EMAP-203 Emergency Preparedness Exercises GENERAL REVISION 1.0 PURPOSE This procedure describes the Emergency Preparedness exercise program which allows all members of the West Valley Demonstration Project (WVDP) Emergency Response Organization (ERO) to demonstrate their emergency response capabilities.
2.0 SCOPE Exercises play an important role in developing and maintaining emergency response capabilities. They are structured to test response personnel, procedures, and equipment, and to identify strengths, deficiencies, and improvement items.
Exercises are performed to demonstrate and evaluate the emergency response capability at the WVDP. Exercises are used to ensure that ERO participants are proficient in their duties and responsibilities and to verify the adequacy of WVDP-022, the "WVDP Emergency Plan," and WVDP-139, Volume 1, "Emergency Management Implementing Procedures" with an emphasis on site, field office, and Emergency Management Team interaction. Exercises also validate the training program and X> corroborate the availability of emergency supplies and equipment.
In order to ensure that an exercise is performed effectively, extensive planning is required. This procedure defines the administrative requirements to plan, develop, conduct and evaluate emergency response exercises. Although this procedure describes preparation, conduct and evaluation of a full site-wide exercise, a graded approach should be used to develop smaller exercises commensurate with scope and complexity.
3.0 REOUIREMENTS AND REFERENCES 3.1 Requirements DOE 0 151.1A, "Comprehensive Emergency Management System" WVDP-106, "Conduct of Operations Manual" WVDP-126, "Performance-Based Training Program Manual" WVDP-262, "WVNS Manual for Records Management and Storage" 3.2 References DOE G 151.1-1, Vol. V, "Administration and Training" DOE G 151.1-1, Vol. VII, "Exercises," August 1997 T-21, "Design and Development of Training Materials" WVDP-022, "WVDP Emergency Plan" 3/4> WVDP-139, Volume I, "WVDP Emergency Management Implementing Procedures" and Volume II, "WVDP Emergency Management Administrative Procedures" WV-228, "WVNS Emergency Response Organization Program"
EMAP-203 Rev. 4 Page 2 of 36 4.0 RESPONSIBILITIES 4.1 Emergencv Management (EM) Department has the overall responsibility for the coordination of the WVDP Emergency Preparedness exercise program and will:
4.1.1 Prepare an annual exercise schedule as part of the annual Emergency Readiness Assurance Plan (WVDP-171).
4.1.2 Assign a coordinator for each exercise.
4.1.3 Assess all deficiencies that occur during exercises and take corrective action immediately on any that may be short-term corrections.
4.1.4 Provide training for all exercise administrative personnel (controllers, evaluators, actors, etc.) prior to conduct of an exercise.
4.1.5 Develop or oversee development of an exercise evaluation report for each exercise conducted.
4.1.6 Review the exercise evaluation report. For site-wide exercises, develop a plan to address corrective actions for any deficiencies, weaknesses and improvements.
4.1.7 Assign a responsible manager and negotiate completion date(s)for all corrective actions.
4.1.8 Track corrective actions to completion through the Open Items Tracking System.
4.2 Exercise Coordinator(s) oversee the planning, development, scheduling, and training for all exercise activities. Coordinators identify and manage all resources needed to implement the exercise. (Attachment A).
4.3 PlanninQ Committee defines the exercise scope, objectives, criteria,
- and number of controllers and evaluators needed to ensure adequate control and evaluation of the exercise. A Planning Committee is comprised of the Exercise Coordinator and subject matter experts familiar with evaluation requirements of the area for which they are responsible. For site-wide exercises conducted every three years, the Planning Committee organizes sub-committees as needed.
4.4 Training Development Department ensures EM is included on the review/revision cycle for training materials and drills which affect exercises, and notifies EM when sufficient training has been completed to facilitate conduct of an exercise.
4.5 Operations Planning ensures corrective actions identified in exercise summaries and reports are tracked to completion.
EMAP-203 Rev. 4 Page 3 of 36 4.6 Records and ConfiQuration/Document Control ensures receipt, control, and maintenance of all records, including training records, generated as part of the exercise program.
5.0 PROCEDURE 5.1 Exercise Development:
5.1.1 Prepare exercise packages according to the outlines found in Attachment C.
5.1.2 Identify assumptions, limitations and safety requirements to facilitate planning of response actions.
5.1.3 Develop realistic scenarios to ensure that the training of personnel, operating procedures, and emergency plan and implementing procedures are appropriate.
A. Design the scenario for maximum realism that will duplicate the sense of stress inherent in an actual emergency situation.
B. Restrict knowledge of the exercise scenario. All personnel involved in the planning and execution of the exercise should recognize the-importance of confidentiality for a fair and effective exercise.
5.1.4 Ensure a sufficient number of controller/evaluators are available to adequately control/evaluate the exercise.
A. Controllers monitor play and ensure that exercise events are occurring in the sequence prescribed by the scenario. Controllers should be familiar with emergency plans and procedures which. per-tain to their assigned area. - -
B. Evaluators should-be,.knowledgeable and experienced in the functions to be evaluated as well as technically competent to assess the responses of the players.
Whenever possible, their expertise should be equal to or greater than that of the-players being evaluated. The best evaluators are SMEs due to familiarity with position duties and-responsibilities.
C. While not preferred, experienced personnel can act as controller/evaluators and perform both the control as well as the'evaluator function (i.e.,--in smaller, less complex exercises Qr where the-size of the event scene is limited and crowding may affect player performance).
5.1.5 Obtain required approvals.
EMAP-203 Rev. 4 Page 4 of 36 5.1.6 Perform required notifications a minimum of 24 hours2.777778e-4 days <br />0.00667 hours <br />3.968254e-5 weeks <br />9.132e-6 months <br /> in advance .-- "
of the exercise. (Attachment A).
5.2 Pre-Exercise Training:
5.2.1 Identify and provide training for controllers (Attachment D),
evaluators (Attachment E), observers (Attachment F), and players, exempt personnel, actors, and scribes (Attachment G).
5.2.2 Generic exercise controller and/or evaluator training (EM128B) should be provided to personnel new to the exercise control and evaluation function or personnel who may need a review.
A. Generic controller/evaluator training will include:
B. Emphasis on the difference between responder free play (deviation from an expected response) and controller free play (deviation from the scripted scenario), and C. the requirement that, during exercise conduct, any deviation from the scenario script requires permission from the Lead Controller.
D. A review all appropriate material defining duties and responsibilities of an assigned exercise function (i.e.,
controller, evaluator, player, actor, observer, etc.). <_
Additionally, personnel should also review all applicable plans and procedures describing the duties and responsibilities of the ERO position or team being evaluated.
5.2.3 Exercise-specific training for controllers will include a dry-run of the scenario using the Master Sequence of Events List, messages, expected actions, and contingency messages for maintenance of the scenario and scenario timeline.
5.2.4 Exercise-specific training for evaluators shall include all of the above as well as:
A. a discussion of he evaluator's responsibility for providing an objective, non-biased, independent evaluation, B. documentation needed to ensure a thorough evaluation of an objective (initial, detailed description of response
.actions, detailed-chronology, etc.), and C. criteria to be used to assess whether or not an objective had been met.
5.2.5 A Pre-exercise briefing shall be provided on the day of the exercise, including:
EMAP-203 Rev. 4 Page 5 of 36 A. last minute changes which affect the scenario, B. a review of exercise communications (per Attachment H),
and C. a review of the directions for use of portable radios for exercise communications.
- Radios to be used during exercise conduct are to be tested for operability and to ensure that the proper channels and frequencies are correct.
D. Distribution of identification (armbands and/or hats):
Blue - Controller Red - Evaluator Green - Observer/Scribe Yellow - Exempt 5.3 Procedures for Conduct of Exercises 5.3.1 Require all personnel who are expected to respond to an actual emergency to participate in exercises.
5.3.2 Assume every emergency alarm and announcement is true unless an announcement is made to the contrary.
5.3.3 Follow established communication protocols as described in Attachment H.
5.3.4 Assure that exercise activities will be terminated if they compromise the safety of people,-environment, or property.
5.3.5 Instruct the Incident Commander (IC) or the Emergency Director (ED) to announce over the "812"-All Page that a exercise is in progress once the exercise has been initiated and that the exercise has been terminated when it is over.
5.3.6 Do not do anything, or ask anyone to do anything, that would violate safety rules, radiological control procedures, or that would endanger anyone.
- Ensure personnel frisk (in areas requiring them to do so).
5.3.7 To ensure the safety of personnel, verify that participants who will be using PPE are trained and qualified.
5.3.8 Document the participation of members of the ERO through the Training Activity Attendance Sheet, WV-1303.
EMAP-203 Rev. 4 Page 6 of 36 5.4 Exercise Debriefings 5.4.1 In-field debriefings shall be held by area controllers immediately following exercise termination.
5.4.2 An All-Player debriefing shall be conducted by the Lead Controller following exercise termination. The debriefing will provide an overview of the scenario and an opportunity for participants to clarify response actions. The meeting should be limited to observations and explanations of response actions as well as exercise control issues. Evaluation of response should not be addressed until after all exercise data is collected and assessed.
5.5 Exercise Evaluation 5.5.1 Evaluation of an exercise is based on pre-determined, specific objectives. Comments should address the ability of the players to follow the Emergency Management Implementing Procedures (EMIPs), the adequacy of the EMIPs, and the adequacy of the emergency equipment and supplies.
5.5.2 A Controller/evaluator meeting shall be held immediately after and separate from the All-player debriefing to determine the disposition of exercise objectives.
5.5.3 An exercise administration meeting shall be held to dispose evaluation findings as deficiencies, weaknesses and improvement items.
5.5.4 A written evaluation report shall be prepared by the Exercise Lead Evaluator, verified by the Emergency Management Manager and the Operations Support Manager, and submitted to DOE as soon as possible, but not to exceed 60 days following exercise termination.
5.6 Corrective Actions The Emergency Management Manager shall:
5.6.1 Review the exercise evaluation report for strengths, deficiencies, weaknesses, or areas for improvement.
5.6.2 Determine corrective actions for deficiencies, weaknesses and improvement items; assign responsibility, and review actions with responsible management to assign completion dates.
5.6.3 If warranted, develop a Corrective Action Plan and submit to Quality Assurance - Open Items Tracking (QA-OIT)and the Emergency Management Manager.
EMAP-203 Rev. 4 Page 7 of 36 6.0 RECORDS MAINTENANCE 6.1 Permanent records generated as a result of implementing this procedure are identified as follows:
6.1.1 Exercise Packages and Evaluation Reports A. Personnel Safety Exercises B. Facility Level Exercises (Integrated Field Exercises)
C. Site Level Response Exercises 6.2 Records are identified on Emergency Management's Records Inventory and Disposition Schedule (RIDS).
6.3 The records shall then be prepared, maintained, and transferred by Emergency Management to the Records and Configuration/Document Control Department for storage in accordance with WVDP-262, "WVNS Manual for Records Management and Storage."
6.4 ATTACHMENTS Attachment A Exercise Coordinator -
Attachment B Planning -Committee Attachment C Exercise Planning and Reporting Outlines Attachment D Controller Instructions Attachment E Evaluator Instructions Attachment F Observer Instructions Attachment G Players, Exempt Personnel, Actors, and Scribes Instructions Attachment H Communications Attachment I Exercise Planning Checklist
EMAP-203 Rev. 4 Page 8 of 36 Attachment A EXERCISE COORDINATOR 1.0 Administrative Guidelines An Exercise Coordinator will oversee the planning, development, scheduling and coordination of exercise activities. The Coordinator identifies and manages all resources needed to implement the exercise.
1.1 Ensure representatives on the exercise planning organization are thoroughly familiar with control and evaluation requirements of the area for which they are responsible (ensure the number of evaluators needed to ensure adequate observation of all objectives, probable response actions to look for, etc.)
2.0 Exercise Planning Duties 2.1 Use the Exercise Planning Checklists (Attachment I of this procedure) to ensure that necessary planning activities are considered.
2.2 Assemble and coordinate activities of the Planning Committee.
2.3 Prepare the exercise scenario package.
2.4 Coordinate all activities which involve on-site and off-site personnel, including the assignment of site personnel to serve as controllers and evaluators.
2.5 Brief all exercise administrative personnel (controllers, evaluators, and any others who have access to scenario or exercise details) on the importance of maintaining overall confidentiality of the exercise.
2.6 Contact appropriate managers to evaluate plant conditions and ascertain that the exercise will not adversely affect equipment or operations.
2.7 Complete the following notifications within a minimum of 24 hours2.777778e-4 days <br />0.00667 hours <br />3.968254e-5 weeks <br />9.132e-6 months <br /> prior to commencing each exercise, unless the exercise is testing activation of personnel listed below:
- WVNSCO President
- Site Operations & Facility Closure Projects
- OH/WVDP Manager 3.0 Pre-Exercise Trainina 3.1 Provide generic exercise training as needed using EM128B.
3.1.1 The generic training will include controller and evaluator responsibilities and methodologies, including a thorough discussion of the difference between responder free play (response is different from what was anticipated) and controller free play (changing what was supposed to happen or how it was supposed to happen according to the scripted scenario).
EMAP-203 Rev. 4 Page 9 of 36 Attachment A A. Notify all controllers that permission from the Lead Controller is required for any controller free play which involves deviation from the scenario.
3.1.2 Emphasize to evaluators the need for an unbiased and objective evaluation of the exercise.
3.2 Provide exercise-specific training for controllers and evaluators.
Dedicate sufficient time to insure that controllers and evaluators are familiar with the scenario package, including objectives, anticipated response actions, and limitations and assumptions. Time needed will vary with the complexity of the scenario. Review evaluation criteria with the evaluators.
3.2.1 Conduct a dry run of the scenario using the Master Sequence of Events List, timeline, and messages. Provide and discuss the use of contingency messages (to force expected actions) and the importance of maintaining the scenario and scenario timeline.
3.2.2 Ensure an adequate number of contingency messages are available to control the scenario actions as well as scenario timeline.
4.0 Exercise Conduct 4.1 Conduct the pre-exercise briefing.
4.2 Upon termination of the exercise:
4.2.1 Collect all pertinent documentation (written messages, log sheets, surveys, etc.) from the exercise and provide to the exercise Lead Evaluator.
4.2.2 Ensure that a debriefing (All-play debriefing)is performed with exercise administrative personnel and any interested players.
5.0 Post-Exercise Duties:
5.1 Assist the Exercise Lead Evaluator with development of the exercise evaluation report. At a minimum, the report should include:
5.1.1 Purpose and scope of the exercise 5.1.2 Exercise objectives and disposition of these objectives to include strengths, deficiencies, weaknesses, and improvement items.
5.2 Assist in the development of a Corrective Action Plan for any identified deficiencies, weaknesses, or improvement items and the identification of responsible manager and completion date(s) for each corrective action.
5.2.1 Provide copies of the draft Corrective Action Plan to the EM Manager for review and approval.
5.2.2 Forward the approved Corrective Action Plan to affected Managers as well as QA-OIT.
EMAP-203 Rev. 4 Page 10 of 36 Attachment B PLMNING COMMITTEE 1.0 Administrative Guidelines The planning committee for an exercise will develop the exercise package (Attachment C). Larger scope exercises (for example, the triennial site-wide exercise) may require the establishment of subcommittees to ensure all facets of planning are conducted.
2.0 Administrative Duties -
2.1 Determine the purpose, scope, objectives, participants, and schedule prior to writing any scenario.
2.1.1 The purpose identifies the requirements the exercise is designed to meet. I 2.1.2 The scope identifies the type of exercise, any limitations and assumptions, the expected duration, and a list of the participating organizations. The scope will also include the particular parts of the WVDP Emergency Plan, procedures, and training which are being tested.
2.2 Establish specific objectives for all actions to be evaluated. All objectives must be measurable, specific, realistic, and must clearly state what is to be demonstrated. Objectives may be based on DOE requirements, changes in site hazards, previously identified deficiencies or baselining of new processes.
2.2.1 Identify "key" objectives ,(orwcriteria within an objective) upon which evaluation of -the exercise will depend.
2.3 Identify exercise participants, including off-site participants and those organizations whose specific:personnelor roles are required by the purpose and scope of the exercise.
2.4 Identify controllers and evaluators for the exercise. Most members of the planning organization will act.as.controllers and/or evaluators.
Additional controllers and evaluators should be selected as needed.
At least one exercise scribe should be assigned, in the exercise planning stage, to support the Lead 3Controller.
2.5 For larger, full participation exercises, establish sub-committees to perform the following functions: ,
Issues:
2.5.1 Identify areas that need to be addressed priorto conduct of the exercise.
2.5.2 Develop, revise, coordinate and track emergency management programmatic elements in support of the exercise.
2.5.3 Track and close all exercise-related issues that arise from the planning process.
EMAP-203 Rev. 4 Page 11 of 36 Attachment B Scenario Development:
2.5.4 Provide a written scenario, including a description of the simulated emergency situation, the overall sequence of events, and a timeline of specific events or activities.
A. Use subject matter expert representatives from the areas! subjects to be evaluated.
B. Ensure that sufficient and accurate technical information accompanies the scenario, including system description, function and schematics in order to insure that the scenario intent can be determined.
Logistics:
2.5.5 Procure or purchase any needed materials.
A. Identify and secure all props as needed.
B. Arrange for moulage (injury simulation make-up).
2.5.6 Arrange for collation, reproduction and dissemination of the exercise package.
2.5.7 Schedule the necessary interfaces, including the WVNSCO Site daily/weekly Plan of the Day/Plan of the Week (POD/POW) meetings.
2.5.8 Arrange radio and telephone communication networks for controllers and escorts.
A. Arrange for escort support as needed, including any necessary training and identification.
2.5.9 Provide hats and armbands to appropriate exercise personnel.
2.5.10 Arrange for transportation (vehicles and drivers) to deliver moulaged victims and/or supplies to appropriate locations, prior to the initiation of the exercise. Vehicles and drivers should be available for the duration of the exercise.
EMAP-203 Rev. 4 Page 12 of 36 Attachment C EXERCISE PLANNING AND REPORTING OUTLINES Planning efforts should be commensurate with the complexity of the exercise. This attachment addresses planning and reporting requirements for Site-Wide Integrated Exercises. Smaller, less complex exercises should be~developed using applicable sections as appropriate to the scope of the exercise (for example, a site and facility description is not required for facility level exercises).
1.0 Site-wide exercises are complex and require significant planning as well as an extensive exercise package and should include all sections outlined below. A recommended schedule for exercise development is provided in DOE G 151.1; Volume VII. Site-wide exercise packages require approval by the Emergency Management Manager and OH/WVDP. Any submissions to DOE-OH or DOE-HQ must be made through OH/WVDP.
1.0 Overview/Executive Summary 1.1 Site Description 1.2 Facility Description Describe briefly the site and facilities.
2.0 Purpose and Scope
State the purpose of the 2.1 Purpose exercise, identify 2.2 Scope participants and the extent of participation.
3.0 Safety and Security List safety and security Requirements considerations and criteria 3.1 Safety and Security for suspension or termination.
Requirements 3.2 Exercise Termination 4.0 Rules of Conduct and List-exercise rules and Scenario Requirements regulations.
4.1 Ground Rules 4.2 Assumptions 4.3 Simulations 4.4 Scenario Requirements 5.0 Participation List all on-site and off-site 5.1 Players personnel who will participate 5.1.1 Site Players in the exercise.
5.1.2 Off-site Players Ensure an adequate number of 5.2 Controller/Evaluator controllers/evaluators.
Organization 6.0 Objectives State what is to be observed 6.1 Site Objectives during the exercise.
6.2 Off-site Objectives
EMAP-203 Rev. 4 Page 13 of 36 Attachment C 7.0 Scenario Describe the chain of events 7.1 Scenario Narrative that will occur in a narrative 7.2 Timeline and tameline, along with 7.1.1 Master supporting details. Include Scenario the messages needed to control Events List the direction of the scenario 7.3 Supporting Data and contingency messages to 7.4 Messages ensure the scenario actions 7.4.1 Contingency stay within the narrative and Messages timeline.
8.0 Evaluation Describe how the exercise will 8.1 Methodology be evaluated, including the 8.2 Criteria activities planned for debriefing of players, controllers, and evaluators.
9.0 Exercise Report Provide an outline of expected report content and a schedule for report completion, approval, and submission.
Appendix A List of Acronyms and Abbreviations Appendix B Exercise Schedule Appendix C Participant Guidelines C-1 Player Guidelines C-2 Controller Guidelines C-3 Evaluator Guidelines C-4 Observer Guidelines C-5 Escort Guidelines Appendix D Forms Appendix E Photographs Appendix F Reference Documents 9.0 Exercise Reoorts 9.1 Exercise reports will include the following information:
Purpose and Scope Evaluation Methodology Factual Account of the Exercise Exercise Objectives and disposition Exercise Analysis
EMAP-203 Rev. 4 Page 14 of 36
- ~ Attachment D CONTROLLER INSTRUCTIONS 1.0 Administrative Guidelines Controllers ensure that exercises proceed safely, according to the time-line, and do not deviate from scenario events. Controllers monitor play and ensure that exercise events are occurring in the sequence prescribed by the scenario.
2.0 Administrative Duties 2.1 Controllers shall:
2.1.1 Provide data and inject messages to players at specified times.
Controllers inject contingency messages when necessary to maintain scenario continuity.
2.1.2 Ensure that they are the only non-player participants who speak with players during a exercise.
2.1.3 Ensure that exercise documentation is submitted to the Exercise Coordinator or Lead Evaluator as soon as possible.
2.2 Types of Controllers:
2.2.1 Lead Controller is responsible for coordination and oversight of all other controllers as well as maintaining exercise continuity.
The Lead Controller is responsible for conduct of an ALL-player debriefing held immediately after the exercise.
During a Site-Wide Exercise, the complexity of the scenario may determine the need for Co-Lead.Controllers to ensure exercise continuity and control.
2.2.2 Field Controllers are responsible for different areas of exercise, they coordinate action with the Lead Controller.
Field Controllers can be on-site or off-site personnel.
Field Controllers are responsible for conducting an in-field debriefing with players in their area of control immediately following termination of the exercise.
2.2.3 Control Cells simulate a group of organizations that are not participating, but with whom players must communicate during the event. The Control Cell can be staffed with Actors, SMEs, and alternate personnel from the Emergency Response Organization (ERO).
2.2.4 Escorts accompany approved observers or other non-players who enter, leave or move about the site during an exercise.
Included in this group may be Escort Coordinators, who answer questions from site personnel during an exercise and who coordinate escort activities.
EMAP-203 Rev. 4 Page 15 of 36 Attachment D 2.2.5 Players are those individuals responding to the simulated emergency. They may come from the general site population or off-site agencies.
2.3 Limitations 2.3.1 Do not permit actors or players to do anything that will compromise the safety of exercise players, themselves, anyone around them, or facilities.
2.3.2 In the event of an actual emergency, stop play, notify the Lead Controller, and take appropriate action.
2.3.3 Do not prompt players. If an expected action does not occur and it is integral to the scenario timeline, a controller may request use of a contingency message to maintain the continuity of the scenario.
2.3.4 Ensure that all exercise communications begin and end with "This is an exercise."
A. The Exercise Safety Officer will monitor communications to ensure proper exercise communications protocol. The Safety Officer may prompt use of the phrase "This is an Exercise" if warranted.
2.3.5 Do not release details of the scenario during development or conduct of the exercise.
2.3.6 Controllers have the authority to exempt personnel from participation in an exercise. Notify the Lead Controller (by radio) of the name(s) of the exempted person(s) and the reason for the exemption.
A. In exercises involving a relocation of personnel (where accountability is critical), immediately radio the Assembly Area Controller with the name(s) of exempted personnel.
2.4 Information Provided by Controllers 2.4.1 Messages - information used to control the flow and progress of the exercise. The messages are designed to simulate activities or physical indicators which would normally be available to players in an actual emergency. The issuance of messages are coordinated using the scenario time-line.
2.4.2 Contingency Messages - are used to ensure the continuity of the exercise in the event that players do not initiate actions which are crucial to the scenario, or players initiate actions that are contrary to stated objectives. Permission of the Lead Controller must be obtained before Contingency Messages are issued.
EMAP-203 Rev. 4 Page 16 of 36 Attachment D 2.5 Information Provided to Controllers 2.5.1 To ensure familiarity with the exercise, an exercise package will be provided to controllers that includes a scenario narrative, messages, a timeline for delivery of messages, expected responder actions, and contingency messages with directions for use of the contingency.
2.5.2 Position descriptions (drawn from EMIPs), procedures and standards applicable to the position they are to control will be provided.
2.5.3 Anticipated actions will be reviewed in detail at the exercise-specific controller training.
2.5.4 Log Sheets and Player Participation sheets will be provided to controllers during the pre-exercise briefing. These sheets will be used to log events and to document player participation during exercise conduct.
2.6 Instructions 2.6.1 Before the exercise:
A. Read and understand the objectives and evaluation criteria applicable to your assignment, the scenario narrative, and scenario timeline.
B. Identify, based on your assignment where you should be located and when yout should be there.
C. Know what messages you will deliver, to whom and when to deliver them.
D. Know what actions to anticipate in response to messages or events.
E. Learn how to contact the Lead Controller during the exercise scenario.
F. Do not discuss or disclose the scenario with exercise participants. - ;
G. Attend generic and exercise-specific training.
H. Attend the pre-exercise briefing the day of the exercise.
- Obtain blue hat and/or armband identifying you as a controller.
- Locate and test a radio or telephone to be used to contact the Lead Controller if necessary.
EMAP-203 Rev. 4 Page 17 of 36 Attachment D -
2.6.2 During the exercise:
A. Do not allow any actions that violate safety standards.
B. If a real emergency occurs that affects the play in your area of evaluation, terminate your portion of the exercise and immediately notify the Lead Controller.
C. Wear identification (blue hat or arm band) at all times during the exercise.
D. Familiarize yourself with observers and evaluators in your area.
E. Identify yourself and introduce any evaluators to the players in your assigned area.
F. Provide a brief overview of exercise expectations (ie.
tell players to verbalize actions before actually performing them).
G. Do not release details of the exercise scenario to players.
H. Use proper exercise communications protocol. Begin and end all exercise communications with '"This is an exercise." The Exercise Safety Officer will monitor exercise communications and prompt use of this phase if necessary to maintain proper exercise communications protocol.
I. Prevent evaluators or observers from interacting with players. You may relay questions from evaluators or observers to players, as long as you do not interfere with play.
J. If you exempt personnel from the exercise, notify the Lead Controller of the individual's name and reason for the exemption.
- During relocation exercises, where accountability is critical, immediately radio the Assemble Area Controller with the name of the exempted individual(s).
K. Deliver scenario messages to the proper people at the proper time. (If in doubt, contact the Timeline Coordinator.)
L. Allow some free plav in responder actions.
EMAP-203 Rev. 4 Page 18 of 36 Attachment D NOTE [Controller free play (deviation from the scenario)- -is NOT permitted without permission from the Lead Controller.)
M. Deliver contingencies only when necessary to keep the scenario on track, and only after consultation with the Lead Controller.
N. Do not allow external influences to distract players.
No interviews with players are allowed except for those which are part of the exercise.
- 0. Record the actual sequence of activities and times.
P. Ask all players in your area to sign a "Training Activity Attendance Sheet;" at a minimum, record the names of participants in area.
Q. Remain at your post until the exercise is terminated.
If you need to leave, notify Lead Controller.
2.6.3 Post exercise:
A. Field controllers conduct an in-field debriefing with players in their area of control.
B. Attend the All-player debriefing conducted by the Lead Controller after termination of the exercise.
C. Attend Post-exercise Controller/Evaluator meetings.
Clarify responder actions for evaluators if necessary.
D. Complete log of.activities with associated times of events/actions.
E. Turn exercise documentation, logs, attendance sheets, etc. to the Lead Controller as soon as possible.
EMAP-203 Rev. 4 Page 19 of 36 Attachment E EVALUATOR INSTRUCTIONS 1.0 Administrative Guidelines Evaluators observe and document the actions of players and evaluate player actions and facilities based on pre-established criteria. Criteria for evaluation are established by those familiar with the subject matter (i.e.,
SMEs, team members, or those familiar with the standards and procedures to be used for evaluation).
To ensure that evaluators perform their jobs properly, they must be adequately and accurately prepared prior to the event. Evaluators must be provided with specific information regarding the scenario, time line, assumptions and limitations, expected responses, potential impacts, and duties during the exercise.
2.0 Administrative Duties 2.1 Evaluators shall:
2.1.1 Observe actions taken by players and maintain a chronology of those actions.
2.1.2 Provide documentation and assessment of the exercise.
2.1.3 Document strengths, deficiencies and areas for improvement concerning player performance as they relate to specific objectives.
2.1.4 Assess the adequacy of procedures, facilities, equipment, and communication lines.
2.1.5 Identify and document problems with the scenario or conduct of the exercise.
2.1.6 Ensure that exercise documents are submitted to the Exercise Coordinator as soon as possible.
2.2 Types of Evaluators 2.2.1 Lead Evaluator is responsible for coordination and oversight of all other evaluators and evaluation materials. The Lead Evaluator is also responsible for developing an evaluation report by compiling individual evaluators' critiques and time lines into a single document.
2.2.2 Field Evaluators are responsible for specific areas of exercise evaluation; they coordinate action with the Lead Evaluator.
They record activities and observations, and provide information for use in the exercise evaluation report. Field Evaluators can be on-site or off-site personnel.
EMAP-203 Rev. 4 Page 20 of 36 Attachment E 2.3 Limitations 2.3.1 In the event of an actual emergency, stop play, notify the Lead Evaluator or Exercise Coordinator, and take appropriate action.
2.3.2 Do not permit actors or players to do anything that will compromise the safety of exercise players, themselves, anyone on-site, or facilities.
2.3.3 Do not communicate with players unless it is necessary for safety.
2.3.4 Ensure that all exercise communications begin and end with "This is an exercise."
2.3.5 Do not release scenario details during the preparation stage.
2.4 Information Provided to Evaluators 2.4.1 To ensure familiarity with the exercise, evaluators will be given an exercise package, which will include the scenario narrative, timeline, a Master Sequence of Events List, evaluation criteria, assumptions and limitations, expected actions, and log sheets.
2.4.2 Evaluators will be given position descriptions (drawn from EMIPs), procedures and standards applicable to the position they are to evaluate.
2.5 Instructions 2.5.1 Before the exercise:
A. Read and understand exercise package, including the objectives, evaluation criteria, scenario and time line, as well as the other information you are given to understand the position and its responsibilities.
B. Read and understand your "assignment" - know where you should be to adequately observe play actions without interfering with play and know when you should be there.
C. Know what actions are expected during the scenario sequence (per EMIPs, SOPs, etc.).
D. Learn how to contact the Lead Evaluator and Exercise Coordinator during the exercise scenario.
E. Do not discuss or disclose the scenario with exercise participants.
F. Attend generic exercise training and exercise-specific training.
EMAP-203 Rev. 4 Page 21 of 36 Attachment E G. Attend the pre-exercise briefing the day of the exercise.
- Obtain a red hat and/or armband identifying you as an evaluator.
- Locate and test a radio or telephone to be used to contact the Lead Evaluator and Exercise Coordinator if necessary.
2.5.2 During the exercise A. Do not allow any actions that violate safety standards.
B. If a real emergency occurs that affects the players in your area of evaluation, terminate play and request assistance via the "812" All Page or other means.
Contact the controller(s), who will terminate your portion of the exercise and notify the Lead Evaluator.
C. Wear evaluator identification (red hat or armband) at all times during the exercise.
D. Identify observers and controllers in your area.
E. Do not interact withplayers, unless necessary for safety or security reasons. You may ask questions of players via controllers, as long as you do not interfere with player actions. Do not prompt or comment on players' actions during the event.
F. Record the actual sequence of activities and times.
G. Document errors or problems in the scenario or conduct of the exercise. - -
H. Remain at your assignment until exercise termination, unless you have notified the Lead Evaluator.
2.5.3 After the exercise .
A. Attend the in field debriefing in your assigned area.
Listen for clarification of any actions not observed or confusing. Clarify any questions you have with players and controllers. Do not comment on player performance.
B. Attend the All-player debriefing after exercise termination.
C. Attend post-exercise Controller/Evaluator meetings.
D. Complete timeline of actual events and observation forms to Lead Evaluator or the Exercise Coordinator.
EMAP-203 Rev. 4 Page 22 of 36 Attachment F OBSERVER INSTRUCTIONS 1.0 Administrative Guidelines Observers are on-site personnel or off-site visitors who are pre-assigned and have a special interest in one or more areas during an exercise.
During an exercise, observers witness the actions of players. They do not participate in play, actively control or evaluate events, and do not interact with exercise participants. Observers may be provided with specific information regarding the scenario, time-line, assumptions and limitations, duties and expected responses in their areas. Observers shall also be aware of site safety and emergency preparedness information.
2.0 Administrative Duties 2.1 Observers shall:
2.1.1 Witness actions taken by players and/or operation, facilities and communications.
2.1.2 Follow all site safety rules and regulations, and know what to do in an actual emergency.
3.0 Limitations 3.1 In the event of an emergency, stop play and notify the nearest controller.
3.2 Do not participate in or interfere with actions taken by players, controllers, or evaluators.
3.3 Do not release scenario details during exercise-development or conduct.
3.3.1 Ask questions only of controllers/evaluators during exercise play.
4.0 Information Provided to Observers 4.1 Observers may be given an exercise package, which will include the scenario, a time line, Master Scenario Event s List, assumptions and limitations, safety precautions, expected actions, and log sheets.
4.2 Observers may be given position descriptions (drawn from EMIPs),
procedures and standards applicable to the position they are to observe.
5.0 Instructions 5.1 Before the exercise:
5.1.1 Read and understand the exercise package including the objectives, scenario and time line, as well as the other exercise information you are given.
EMAP-203 Rev. 4 Page 23 of 36 Attachment F 5.1.2 Read and understand where you should be and when you should be there.
5.1.3 Know what actions are expected during the scenario sequence (per EMIPs, SOPs, etc.).
5.1.4 Do not discuss or disclose the scenario with exercise participants.
5.1.5 Attend exercise-specific training if possible.
5.1.6 Attend the pre-exercise briefing the day of the exercise.
A. Obtain a green hat and/or armband identifying you as an Observer.
6.0 During the exercise 6.1 If an emergency occurs that affects your area, request assistance via the "812" All Page or other means and follow site emergency procedures. Contact the nearest controllerls) or Exercise Coordinator, and follow site emergency procedures.
6.2 Wear Observer identification (hat or armband) at all times during the exercise.
6.3 Identify controllers and evaluators in your area, and identify yourself to them.
6.4 Do not interact with players. You may ask questions of controllers as long as you do not interfere with play.
6.5 Do not prompt or comment on players' actions during the event.
6.6 Limit your movement around the site, if possible, until exercise termination, unless you have notified the Lead Controller.
6.7 If assigned an escort, you must stay with your escort.
7.0 After the exercise 7.1 Clarify any questions you have with players, evaluators and controllers.
7.2 Attend the All-player debriefing after exercise termination.
7.3 Submit written comments to the Exercise Coordinator.
EMAP-203 Rev. 4 Page 24 of 36 Attachment G PLAYERS, EXEMPT PERSONNEL, ACTORS, AND SCRIBES INSTRUCTIONS 1.0 Administrative Guidelines All site personnel shall continue to perform normal job functions until commencement of the exercise. All WVDP site personnel are potential players and should respond according to their emergency- response function (General Employee or Emergency Response Organization).
Players are those individuals responding to the simulated emergency. They may come from the general site population or off-site agencies. No players are pre-staged at the incident; all personnel are to perform normal job functions until the commencement of the exercise. Off-site responders may be pre-staged in the parking lot and brought on-site at appropriate times.
Just prior to exercise commencement, players must be provided with minimal scenario information regarding conditions, particularly if different from existing conditions.
Players respond during a exercise in accordance with the WVDP Emergency Plan, procedures, and training they have received, as if a real emergency has occurred.
Exempt personnel are pre-selected by managers and supervisors, due to the critical nature of their jobs, to continue their normal job function during the exercise.
Actors are used to simulate injured personnel, hostages, media, etc. Actors are pre-selected, briefed on duties and-responsibilities, and pre-staged.
Field scribes may be drawn from emergency responders or the general site population and are selected by emergency-response team leaders as needed.
Exercise scribes support-the Lead Controller and/or-Lead Evaluator and are identified prior to the exercise. s . .
2.0 Administrative Duties -
2.1 Types of Players:
2.1.1 Emergency Responders are WVNSCO personnel and off-site agencies who respond to an emergency according to pre-established functions and procedures.
2.1.2 Actors simulate field response teams or other on-site or off-site agencies for the purpose of conducting initial or follow-up notifications, as well as ongoing communication concerning the specific incident~s). Actors also simulate activities at locations where the scenario occurs; they can be injured or missing personnel, operators or media persons.
EMAP-203 Rev. 4 Page 25 of 36 Attachment G 2.1.3 General site population is not directly involved in emergency mitigation, but may participate in site sheltering, on-site relocation and/or off-site evacuations. All personnel on-site, including WVNSCO, DOE, NYSERDA, subcontractors and visitors are expected to participate in all exercises, unless specifically exempted and identified to controllers/ evaluators. Exempt personnel are not required to participate in exercise activities, but are required to respond to actual emergencies.
2.1.4 Field scribes assist emergency teams with logkeeping during an emergency.
2.1.5 Exercise scribes also assist Lead Controller(s) and/or Lead Evaluator(s) with logkeeping, communications support, and monitoring exercise scenario flow.
2.2 Limitations for All Participants 2.2.1 Actual emergencies take precedence over exercise activities.
In the event of an actual emergency, stop play, make the proper emergency notifications, per EMIP-101, "General Instructions,"
and take appropriate action.
2.2.2 Personnel have been selected for exemption due to the critical nature of certain jobs. Exempt personnel are not required to participate in exercise activities, but are required to respond to actual emergencies.
2.2.3 No simulation will be allowed except as specified in the scenario unless, in the opinion of the controller, actual performance of the action could result in a safety violation, violation of laws, regulations, DOE orders or WVNSCO requirements.
2.2.4 Some simulation is built into the scenario package to achieve a desired outcome. Accept information supplied by controllers as "real" conditions.
2.2.5 All safety rules must be followed, no unnecessary risks taken, and all required safety equipment used.
2.2.6 If in doubt about the extent of play, message content, data, or scenario flow, ask a controller.
2.2.7 The exercise will be terminated if:
A. An ACTUAL EMERGENCY occurs during conduct of the exercise, B. An ACTUAL OFF-SITE EMERGENCY has the potential to impact the WVDP.
EMAP-203 Rev. 4 Page 26 of 36 Attachment G C. The Exercise. Director or Lead Controller determines that no further benefit will be gained in continuing the exercise, or D. All objectives have been met.
2.3 The following Safety and Security requirements have been established to assure that the safety and security of the WVDP will not be compromised during the conduct of the exercise and apply to all participants:
2.3.1 The scenario will not include any actions or situations which could cause degradation of-.systems or equipment, affect the detection and assessment of actual emergencies, or delay or inhibit response to actual emergencies.
2.3.2 Personnel shall not violate any radiological, occupational safety, security, or other safety requirements.
2.3.3 Any person identifying an actual or imminent hazard shall immediately take action to mitigate the hazard, including stopping play. Notifications of an actual or potential hazard shall be made in accordance with EMIP-101. The caller should state "This is a real emergency," when requesting assistance via the "812" All Page or other means.
2.3.4 All radio and telephone communications shall start and end with the statement, "THIS IS AN EXERCISE." This statement shall be interjected at appropriate places during lengthy communications.
2.3.5 All participants, especially anyone suited up for radiological, hazardous materials, or fire response, shall monitor their own physical condition for signs of overexertion.
2.3.6 Any participant who observes another person injured or otherwise in need of assistance shall immediately stop their play and call for assistance.
2.3.7 A briefing for Security personnel shall be conducted prior to exercise initiation. If necessary, a shadow security force shall be identified and briefed on the scope and limitations of the exercise. -
2.3.8 Minimum staffing requirements for-all systems containing radioactive or hazardous materials will be maintained.
2.3.9 Safety officers will be used-to-monitor overall exercise play.
2.3.10 If contacted by the-actual pews media, direct the media to the Community Relations staff. Do not provide information to the media.
EMAP-203 Rev. 4 Page 27 of 36 Attachment G -
2.3.11 Only respond to or act upon data or instructions given by other players or controllers.
2.4 Instructions for All Participants 2.4.1 Before the exercise:
A. Read and understand exercise information provided.
B. Pre-selected exempt personnel should obtain yellow "Exempt" hats and/or armbands from the Emergency Management Department.
C. Exercise scribes should obtain green "Observer" hats and/or armbands from the Emergency Management Department.
2.4.2 During the exercise:
A. All activities will be performed unless safety may be affected or controllers request simulated actions.
B. Do not permit actions that violate safety standards.
C. If a real emergency occurs, request assistance in accordance with EMIP-101.
D. Exempt personnel should wear yellow hats or armbands at all times during the exercise.
E. Exercise scribes should wear green hats or armbands at all times.
2.4.3 After the exercise:
A. Attend in-field debriefings.
B. Complete evaluation forms and sign an attendance sheet (provided by the area Controller).
C. Attend the All-player debriefing after exercise termination.
2.5 Additional Information Provided to Players 2.5.1 No players are pre-staged at the incident; all personnel are to perform normal job functions until the commencement of the exercise.
A. Off-site responders may be pre-staged in the parking lot and brought on-site at appropriate times.
EMAP-203 Rev. 4 Page 28 of 36 Attachment G 2.5.2 Information regarding aspects of jthe scenario which are different from actual conditions will be provided to players before commencement of the exercise.
2.5.3 Information provided to players will be the minimal amount required for understanding conditions and actions.
2.5.4 Respond as if all messages and data you are presented by Controllers is real.
2.5.5 Do not do anything that will compromise safety.
2.5.6 Interact only with controllers; those individuals wearing blue hats and/or armbands.
2.5.7 Do not get in the way of or interface with play in other areas.
2.5.8 If an emergency occurs, terminate play, request assistance via the "812" All Page or other means and follow site emergency procedures.
2.5.9 Sign a "Training Attendance Sheet" (WV-1303).
2.6 Additional Information Provided to Actors 2.6.1 Information regarding aspects of the scenario which are different from actual conditions will be provided to actors before commencement of the exercise.
2.6.2 Information provided to actors will be the minimal amount required for understanding conditions and actions.
2.6.3 Actors will be briefed on their expected actions and the anticipated responses from -the players.
2.6.4 Actors should read and understand the "assignments" - where to go, when to go there, and how to act.
2.6.5 Interact only with controllers; those individuals wearing blues hats and/or armbands.
2.6.6 Do not do anything that will compromise safety.
2.6.7 Do not get in the way of or interfacerwith play in other areas.
2.6.8 If an emergency occurs, terminate,play, request assistance via the "812" All Page or other means and follow site emergency procedures.
2.6.9 Sign a "Training Activity Attendance Sheet," (WV-1303).
EMAP-203 Rev. 4 Page 29 of 36 Attachment G 2.7 Additional Information Provided to Scribes 2.7.1 Remain with assigned exercise participant through termination.
2.7.2 Keep a written log of events, actions, and responses as they happen. Record, at a minimum, time, location, personnel involved and what actually occurred.
2.7.3 If assigned to support the Lead Controller, an exercise scribe will maintain a written log and track the following:
A. Actual time of events against the prepared timeline.
B. Incoming and outgoing communications.
C. Time, #, and content of scenario messages delivered.
D. Time, #, and content of contingency messages delivered, if applicable.
2.7.4 Sign a "Training Activity Attendance Sheet," (WV-1303).
2.7.5 Attend the All-player debriefing.
2.7.6 Provide all documentation to the Lead Controller as soon as possible after termination of the exercise.
EMAP-203 Rev. 4 Page 30 of 36 Attachment H COMMUNICATIONS 1.0 Administrative Guidelines All site personnel participating in an exercise shall use proper communication procedure and follow the Guidance for Emergency Response Communications which is included in WVDP-106, "Conduct of Operations Manual."
2.0 All exercise communications, unless specified in training, must begin and end with the phrase "This is an exercise."
3.0 Messages should be brief and concise and radio use should be kept to a minimum. Remember, numerous emergency teams/groups are assigned the same radio frequency.
Lead Controller communications:
4.0 The Lead Controller must be accessible by phone, radio or other means, at all times.
5.0 Status reports should be provided regularly by the Lead Controller to ensure all controllers remain on track throughout the exercise.
5.1 Status reports should be provided more frequently when many events are occurring (i.e., every 10-15 minutes in the early steps of the exercise). -
5.2 If the timeline is delayed for any reason, the Lead Controller must contact ALL controllers as soon as possible.
5.2.1 The Lead Controller's message must be concise, start and end with "This is an exercise," and contain the timeline status (i.e., "This is an exercise, Attention all controllers, we are at time T+5," repeat).
In-field Controller communications:
6.0 Controllers should present player messages and information exactly as written in the exercise package, unless directed otherwise by-the Lead Controller.
7.0 At least one controller, at each scenario location, must have access to a radio or phone. Any "All Controller" messages from the Lead Controller must be passed on to controllers in the area without communications as soon as possible.
8.0 All controllers should contact the Lead Controller once each action has been completed and as messages have been delivered.
9.0 The Lead Controller should be notified before contingency messages are delivered.
EMAP-203 Rev. 4 Page 31 of 36 Attachment H -H 10.0 Except in the case of an actual emergency, a controller should not terminate play without first contacting the Lead Controller.
11.0 A controller should clarify, with the Lead Controller, any questions regarding message content prior to delivery to a player.
EMAP-203 Rev. 4 Page 32 of 36 Attachment I EXERCISE PLANNING CHECKLIST 1.0 Administrative Guidelines 1.1 Exercise planning personnel should use the following checklists to ensure that the administrative and logistics activities associated with planning, preparations, conduct, and follow up of the exercise are accomplished.
1.2 Exercise PackaQe Development, Production, Distribution Checklist Executive Summary Project Overview Project and Scope Objectives Scenario narrative Scenario timeline Design and Development guidelines
[ ] Safety and Security requirements Message Injects Exercise Data Exercise Control Exercise Evaluation
[ ] Exercise Checklist List of Acronyms and Abbreviations Reference Documents Exercise Safety Plan Emergency Public Information Plan Technical writing review
EMAP-203 Rev. 4 Page 33 of 36 Attachment I 1.3 Production and Distribution of the PackaQe Produce final draft Develop concurrence distribution list Distribution of draft Concurrence by participating organizations (list each for check-off purposes)
Insert final comments Develop distribution list Produce exercise package Controlled distribution 1.4 Safety Checklist Safety Officer and organization assigned (from Safety Plan)
Safety equipment and materials identified (from Safety Plan)
Safety equipment and materials procured Safety of personnel handling/operating simulation equipment!
materials, IE. Rescue Randy, smoke generator, etc., (refer to Safety Plan)
Participants are trained and qualified to ensure safety of personnel using PPE (refer to Safety Plan)
Safety briefings scheduled Safety briefings.conducted 1.5 Security Checklist Visitor Badging complete Escorts identified, contacted, and briefed Security shadow force requirement identified (from Security Plan)
Security shadow force identified and briefed 1.6 Media Checklist Video/audio Equipment check Validate phone numbers for media calls Article for site newspaper Press relea.:,e announcing exercise for local media & public 1.7 Meeting Checklist This checklist or equivalent should be used for each "pre" and "post" exercise planning and evaluation meeting.
Scheduled date(s) and time(s):
Number of attendees:
Meeting purpose or function:
Schedule facility Schedule audio/visual equipment Develop agenda Publish and distribute announcement
EMAP-203 Rev. 4 Page 34 of 36 Attachment I Produce handouts oi other-_$uppoLrt materials Arrange for recorder for-taking minutes Ensure facility setup Produce sign-in sheet Produce draft of minutes Finalize and distribute minutes 1.8 Training Session Checklist NOTE The pre-exercise training sessions normally include responder briefings, generic and exercise specific evaluator and controller training, and observer briefings.
Scheduled date(s) and time(s):
Number of attendees:
Training or briefing title Schedule facility Schedule audio/visual equipment Develop schedule Publish and distribute announcement Sign-in sheet I Produce handouts or other support materials Ensure setup of facility -
1.9 Pre-Exercise Logistics/Simulations Checklist Participant meals ordered and pre-staged Replenishing liquids available for Controllers and Evaluators Meal distribution plan developed I Conduct pre-exercise meetings (use Meeting Checklist)
Procure transportation to evaluator, controller, and observer locations . s-.:. .
Make sure all props are ready (refer to Prop List)
Special weather equipment pre-staged,(bf.checked, reference Safety Plan)
Radios are identified Reinforce proper communications protocol (Attachment J of EMAP-203, and Attachment C of-EMIP-103), (use Training/Briefing Checklist for-documentation)-:
[ ] Radio frequencies are confirmed Spare radio batteries are pre-staged Radios are pre-staged - - i-Control cell setup
(] Prepare control cell telephone.numbers for players (EOC)
Control communications directory published Control communications equipment pre-staged and tested
[ ] Escorts prepared and pre-staged Evaluator, controller, observer, and exempt personnel hats and arm bands pre-staged
[ ] Ensure actors are trained, qualified and accustomed to PPE utilization (if checked refer to Safety-Plan)
[ ] Actors pre-staged --.-
[ ] Medical support pre-staged
EMAP-203 Rev. 4 Page 35 of 36 Attachment I Restroom facilities identified or pre-staged Simulation aids are setup and tested Smoke generator tested and pre-staged EOC access, site facility access for Controllers and Evaluators Cell phones for any Controllers or Evaluators Barricade signs/tape/rope Injury/medical indicators Moulage Contamination indicators Rescue Randy/Annie identified and obtained (if checked refer to Safety Plan)
Spill simulations (plastic)
Permits (IWP, RWP)
Simulator operation/use briefings scheduled (use Training/Briefing Checklist) and conducted Debrief locations reserved Identify shadow security force 1.10 Pre-exercise Readiness Checklist Smoke generator ready Suit-up or breathing air work onsite Communications check with all Controllers and Evaluators Weather/wind check and decision EOC/TSC equipment all operable No Plant problems which would impact EOC/TSC/AEOC procedures up-to-date Watches/clocks synchronized Moulage completed Notify anyone needing to know about met. data decision Escorts provided and ready for Observers Area where Rescue Andy and Annie are going to be placed are surveyed immediately prior to placement Make sure completed IWP & RWP are posted If utilizing, contact Mercy Flight approximately 20 minutes before call will be made to alert them Radios on same channels Assure EOC players have control cell phone numbers Pre-exercise safety check Shadow security force ready 1.11 Conduct of Exercise Administration/Locristics Checklist
[ I Participant rosters distributed
[ I Meals distributed II Spare communications equipment distributed, on request I I Medical services performed, on request I I Movement of controllers and evaluators, on request I I Employee inquiries are handled as needed
[ I Public inquiries handled as needed
[ I Media inquiries handled as needed
EMAP-203 Rev. 4 Page 36 of 36 Attachment I 1.12 Post-Exercise Administration/Locistics Checklist Meeting debrief locations are setup and ready (use Meeting Checklist)
Participants rosters collected Debrief sheets distributed and collected Debrief minutes collected Evaluator/controller sheets and pertinent documentation collected Communications equipment returned, checked, and accounted for Hats and arm bands collected and accounted for Simulations disassembled, cleaned, operation checked, and returned Support vehicles returned Special support equipment collected and returned Trash collected Letters of anticipated participation developed and distributed Training records of all participants updated Letters of appreciation distributed and organizations IE. BCH, ECMC, Mercy Flight, etc. and/or individuals Post exercise evaluator/controller meetings conducted (use Meeting Checklist)
Lessons learned report developed Evaluation report developed, approved, and published All findings added to the tracking system Survey Randy and Annie and return them to the proper storage location(s)
EMAP-203 Rev. 4 WVNS RECORD OF REVISION Revision On Rev. No. Description of Changes Pagets) Dated 4 Changes were driven by Corrective Actions All 03/24/03 from exercise evaluations.
Nuclear Safety & Emergency Management is affected by these changes WV-1807, Rev. 8 (WVDP-257) i