Master Event List (MSEL) Upstairs 0850 0850 Introductory comments 0 0900 T= Dec 3 0900 announcement by Ex Director Frank Slater Sound Effects StartEx SHAKEDOWN How to start an Exercise Did anyone get under the table? Did anyone leave? 1 0900 T = Dec 3 0900 PPT slides Earthquake. Alert / Notification 0905 0915 Assessment Answer questions 1, 2, 3, 4, 5,6 2 0915 0915 PPT Media reports and Twitter messages begin Situational awareness 3 0920 to 0955 0920 to 0955 4 0920 to 0955 T= Day 1 PPT Media reports and Twitter messages T= Day 1 PPT Media reports and Twitter In Ottawa Gatineau, there is considerable building damage being reported. In addition, damaged power grids have caused widespread power failures. Most of the area is left without electricity.. Multiple reports of building damage - Aftershocks Multiple reports of building evacuations Situational awareness Expand this to specific buildings and neighbourhoods (based on registration info) Situational awareness Focus on downtown
5 0920 to 0955 6 0920 to 0955 7 0920 T= Day 1 8 0920 to 0955 9 0920 to 0955 Master Event List (MSEL) messages T= Day 1 PPT Media reports and Twitter messages T= Day 1 PPT Media reports and Twitter messages PPT T= 0935 T= Day 1 PPT Media reports and Twitter messages T= Day 1 PPT Media reports and Twitter Multiple reports of hospital damage Multiple reports of injury USGS details An earthquake of magnitude M w =6.3 has occurred in the Ottawa Gatineau area with its epicenter near Kettle Island. At this time, it appears the quake has caused considerable damage, particularly in the eastern part of the City of Ottawa. Although information gathering on the damages is in the early stages, preliminary estimates indicate serious injuries have resulted Multiple reports of road closures and traffic problems Cell phone service failures buildings and critical infrastructure sites Situational awareness Situational awareness Situational awareness Situational awareness Situational awareness Does a DRP for IT IT activates DRP
T+ 15 Master Event List (MSEL) messages exist? MOVE UP 10 T= Day 1 T+30 PPT Media reports and Twitter messages Internet service failures Situational awareness Does a DRP for IT exist? IT activates DRP 11 T= Day 1 PPT Media reports and Twitter messages 12 T= Day 1 PPT Media reports and Twitter messages Multiple reports of damage to bridges / overpasses Reports of gas line breakages and consequent fires Media storm continues Close some major roads Transportation to EOCs and BCP sites 13 10 mins T= Day 1 1000 hrs T + 1 Hour Interview on stage with Rep. From City of Ottawa City of Ottawa actions and advice to the community Situational awareness 10 mins All participants answer Q s 4, 5, 6
20 10 mins T = Day 1 Late afternoon 10 mins 14 T= Day 1 10 mins 10 mins End of Day 1 Master Event List (MSEL) On stage interview with Dr. Kate PPT cell phone, Twitter, Satellite phones, Treasury Board, Employer announcements via internet and media Technical information on the earthquake. Map with earthquake information All participants answer Q s 7, 8, 9 Damage to infrastructure in the Ottawa Gatineau area is significant enough to cause major traffic delays in the coming days. Emergency Response plans have been activated across the municipal, provincial and federal communities. Due to the power outage in the area of your primary facility, and also citing uncertainties regarding the structural stability of the facility, leadership has activated the Business Continuity plan. All members of the BCP staff are advised to report to the alternate facility at 9:00 am tomorrow Does a Business Continuity Plan exist? Does leadership know it exists and that it should be activated? Is there an identified alternate facility? All participants answer Q s 10,11 All participants answer Q s 13 0958 Sound effects Aftershock M5.6 15 1000 1015 PPT and Ex BREAK
Master Event List (MSEL) Director announcement Advise of time shift occurring after the break 16 17 18 Q12 19 1015 T= T+72 hours PPT Could use media reports and Twitter It s been 2 days since the earthquake shook the region. We are beginning to have a clearer picture of the level of devastation that has occurred. The most severe damage is concentrated in the population center of Orleans. However, severe damages are spread through parts of downtown and southern parts of the City of Ottawa. Damage reports have been received from areas across the region, including west. Across the area, the death toll currently stands at XXX, with at least XXXX injured. Hundreds of schools are closed, and several hospitals have been severely damaged. An estimated four hundred thousand(???) homes are still without power, 100,000 without drinkable water, and XXX buildings with damage of varying degrees. Since the initial earthquake, several smaller aftershocks have occurred, and Map colour coded with severity of damage, deaths and injuries
Master Event List (MSEL) more can be expected. Although many times smaller in magnitude, the aftershocks are adding to the general fear and chaos that are prevalent across the region. 21 It appears that your primary facility has sustained some damage. Many windows have been broken, a large amount of furniture has been overturned, and some cosmetic damage has occurred on the exterior. The facility appears to be structurally sound. Your alternate facility currently has power, and has been deemed safe to accommodate the BCP team. 22 Following the initial earthquake 2 days ago, over half of the city was without power. Power has been restored to some areas over the past 2 days, but your primary facility still doesn t have a power supply. Leadership is requesting a briefing on how this might affect the ability to access vital records. 23 Fuel (gasoline and diesel) prices have started to go up as fuel for vehicles becomes a high-valued Some BCP locations will be OK, some unusable. Target specific players facilities. Vital Records Some BCP locations will be OK, some unusable. Target specific players facilities. Can they share facilities with someone else? Can the GOC assist?
Master Event List (MSEL) commodity. 24 One of your BCP members was on leave when the disaster struck. She was due to return to work today, however she hasn t been heard from. When calling her cell phone, all you hear is a voicemail greeting. 24 You currently still have power at the alternate facility. Repairs continue throughout the area, and power is slowly returning. However, each aftershock has been knocking out another area of the power grid. Headquarters is calling and would like to know what contingency plans are in place if the alternate facility were to lose power. 25 Monday Dec 8 As your headquarters watches the ever-evolving situation in the region unfold on television, they are growing increasingly concerned about your office s ability to complete its essential functions. They are requesting a statement on the current operational status of the office. 26 Dec 8 Several communications difficulties were reported in time following the initial earthquake. Communications Orders of Succession Facilities Essential Functions Communications
Master Event List (MSEL) The disruptions in both cell phone coverage, as well as landline phones, have been a result of damaged infrastructure and increased demand in the aftermath of the chaos. Leadership is requesting that all communications and backup communications capabilities be tested. 27 All landline and cell-phones seem to be functioning properly at this time. Leadership would like to ensure that all personnel are knowledgeable on backup communications capabilities in case another outage in service occurs. 28 As headquarters struggles to keep a finger on the pulse of activities within the main office, your own leadership has realized the need to monitor the operational status of your partner organizations. Leadership would like a statement containing information on the operational status of any organizations that provide critical supplies or supporting activities for the completion of essential functions. They would like Communications Essential Functions Communications
Master Event List (MSEL) information on partner agencies in the area, as well as any key partners in the more severely damaged areas. 29 30 OPTIONAL Supermarkets in the area of your continuity facility have a scarce supply of the essentials left on their shelves. Damage sustained in the transportation and power grid infrastructure means that local restaurants and supermarkets will have a difficult time in the coming weeks keeping up with an increased demand for the most basic supplies. Employees are inquiring what the plan is to overcome possible shortages. 31 In light of the current situation, several employees are understandably shaken, especially those with loved ones in the affected area. Headquarters is asking what employee outreach has been conducted on the importance of having a family preparedness plan. They would also like to know what the office is doing to help employees cope with the stressful situation. Facilities Human Capital
Master Event List (MSEL) 32 The power company is estimating that all power will be restored to most customers within 3 days. Leadership is requesting that a working group be formed to lead the recovery effort. 33 With power expected to be restored to your primary facility within 3 days, the recovery working group is tasked with determining the structural stability of the primary facility. Who must the group contact to assist in determining if the primary facility is safe to occupy? 34 The National Capital Region earthquake has become the big international news story, eclipsing the March 2011 Japan earthquake and tsunami. The Federal Government has received numerous offerings of assistance from foreign nations, including Japan, and is reviewing those requests. 35 What is the process for ensuring that repairs to the primary facility are completed in a timely manner? Recovery Facilities Recovery Recovery 36 MOVE UP An employee of the team states Vital Records
Master Event List (MSEL) that he may have left a document that contains Secret information unsecured in his desk. With reports of furniture in the primary facility being shuffled around in the earthquake, he is asking what measures the recovery working group will be taking to protect classified and sensitive information throughout the process. 37 With news of power being restored to the region within days, several non-bcp employees are calling in to ask when they will be able to return to work. Leadership is requesting that periodic updates on the recovery process should be provided to all staff. 38 Much of the large furniture in the primary facility has toppled over in the earthquake. Several cabinets, desks, and chairs were destroyed. The recovery working group will need to make arrangements to replace some damaged furniture. Employees will not be able to return to work until repairs have been completed. What are the Recovery Human Capital Recovery Recovery Do all staff have system access? If not, do Senior Managers and critical staff have access? What is the capacity of the system in this regard?
Master Event List (MSEL) arrangements for employees to work from home. 39 Jill Area hospitals are conducting blood drives across the City area due to the large volume of injured arriving at area hospitals. Supermarket chains have pledged to donate free water to shelters and other locations and will coordinate with the City to distribute the water using its own truck fleet. 40 It appears that some exterior lighting on the primary facility has been damaged. This has been deemed a safety and a security concern. 41 1115 T=Day 5 Leadership has discovered in several instances in the past day, some key stakeholders/customers/partner organizations have reported difficulty contacting individuals within your office. Leadership states that all BCP personnel should keep key partners informed of your operational status, and how you can be contacted. Recovery Communications 42 Contacting all employees even
Master Event List (MSEL) 43 You currently still have power at the alternate facility. Repairs continue throughout the area, and power is slowly returning. However, each aftershock has been knocking out another area of the power grid. Headquarters is calling and would like to know what contingency plans are in place if the alternate facility were to lose power. 44 As your headquarters watches the ever-evolving situation in the region unfold on television, they are growing increasingly concerned about your office s ability to complete its essential functions. They are requesting a statement on the current operational status of the office. 45 Several communications difficulties were reported in time following the initial earthquake. The disruptions in both cell phone coverage, as well as landline phones, have been a result of damaged infrastructure and increased demand in the aftermath of the chaos. though they are not in the office
Master Event List (MSEL) Leadership is requesting that all communications and backup communications capabilities be tested. 46 All landline and cell-phones seem to be functioning properly at this time. Leadership would like to ensure that all personnel are knowledgeable on backup communications capabilities in case another outage in service occurs. 47 As headquarters struggles to keep a finger on the pulse of activities within the regional office, your own leadership has realized the need to monitor the operational status of your partner organizations. Leadership would like a statement containing information on the operational status of any organizations that provide critical supplies or supporting activities for the completion of essential functions. They would like information on partner agencies in the area, as well as any key partners in the more severely damaged areas. 48 Supermarkets in the area of your continuity facility have a scarce
Master Event List (MSEL) supply of the essentials left on their shelves. Damage sustained in the transportation and power grid infrastructure means that local restaurants and supermarkets will have a difficult time in the coming weeks keeping up with an increased demand for the most basic supplies. Employees are inquiring what the plan is to overcome possible shortages. 49 In light of the current situation, several employees are understandably shaken, especially those with loved ones in the affected area. Headquarters is asking what employee outreach has been conducted on the importance of having a family preparedness plan. They would also like to know what the office is doing to help employees cope with the stressful situation. Leadership is requesting that a working group be formed to lead the recovery effort. With power expected to be restored to your primary facility within 3 days, the recovery working group is tasked with
Master Event List (MSEL) determining the structural stability of the primary facility. Who must the group contact to assist in determining if the primary facility is safe to occupy? Leadership has discovered in several instances in the past day, some key stakeholders/customers/partner organizations have reported difficulty contacting individuals within your office. Leadership states that all BCP personnel should keep key partners informed of your operational status, and how you can be contacted. Organize a survey team to conduct an initial damage assessment of your primary facility. The Director is requesting a review of communications processes. How is your agency putting out the message? What channels is your agency using to put out messages to various audiences. Your latest employee and stakeholder notification, to inform them of your operational
Master Event List (MSEL) status, did not generate a satisfactory response rate. What is the plan to correct that? Based upon your initial damage assessment, work is going to need to be done to your primary facility before it can be reoccupied. The facility is going to need to have some major work done to various systems, the roof and walls. PWGSC / Landlord will need to be contacted. Does anyone have the number? Some equipment and furniture has to be discarded due to damage. It is estimated that you have incurred a 50% damage rate to all of your systems and property. These items need to be replaced to resume normal operations. Is there a process in place to identify individuals who have their laptops at home? Did your operation have any critical vendors you depended on to do your everyday job prior to the incident? Are those vendors going to be able to find you now? Did the original contracts give you the flexibility to deal with those critical vendors in a way to
Master Event List (MSEL) let them help you in this time of need? Non-ERP/BCP staff members are calling in requesting information. They are wondering what to do next? When should they come to work and where? What should they do? Many are eager to return to work. Leadership would like to know what normal functions can be brought back online before reconstitution is complete. Contractors (IT, custodial, security, admin) want to know when they can return to work. Leadership would like to know what normal functions can be brought back online before reconstitution is complete. Recovery efforts are well underway. Many Federal offices that weren t heavily damaged have reopened and are conducting regular operations in a limited status. Many homes and businesses, however, remain without power due to damage they sustained. Residents are anxious to return to a state of normalcy but both contractors Were priorities determined before the earthquake?
Master Event List (MSEL) and building materials are scarce throughout the region. Your agency is working out of a temporary space until repairs are completed on your primary building. PWGSC/Landlord has informed your agency that it will be another 3 months before your building is completed and ready for occupation. The target date for planning purposes for returning is March 1. At what point do you notify your customers, partner agencies, and stakeholders of your decision to return to normal operations? Has your agency run an accountability test for all employees? The press is reporting that your agency lost several employees in the earthquake. Is that in fact the case or are they just unaccounted for? Can the staff access vital records? Have the essential records been produced/updated while conducting current continuity operations? Do employees have feedback and suggestions regarding ways to
Master Event List (MSEL) improve operations at the continuity facility and the reconstitution process? Does your agency have a process to capture those lessons learned and to incorporate them into your agency plans and procedures? 1120 EndEx. 1120 BREAK 1130 Participants conduct a Hot Wash.