Emergency Exercise.
Communities and Agencies Involved.
Jazan City, in Saudi Arabia, experiences the constant threat of flooding due to
climatic conditions and geographical location. The exercise will include the city’s
main agencies and stakeholders tasked with emergency management and response.
They include, Jazan Municipality, Ministry of Health, Water Authority, The Police
Department, Saudi Red Crescent Authority, Local Community Organizations and
Volunteer Groups
Exercise Goal
The exercise intends to improve local emergency management agencies’ and
stakeholders’ readiness and response abilities in managing urban flooding
emergencies.
Type of Exercise.
This is a Full-Scale Exercise since it offers a realistic simulation of an actual
emergency scenario, and due to the nature of urban flooding and its effect on public
safety, infrastructure, and health, it would facilitate the deployment of personnel,
mobilization of resources, and assessing of response processes in realistic
environments. It also allows the assessment of response abilities in various agencies
involved in emergency management. Incorporating different stakeholders and
simulating a complicated scenario enables the exercise to evaluate communication,
coordination, and decision-making procedures. Considering that urban flooding
situations necessitate coordination among various entities like emergency responders,
municipal authorities, utility services, and public health officials, the exercise enables
combining knowledge and resources from multiple entities, resulting in a more
effective and coordinated effort.
SMART Exercise Objectives.
SMART Objective 1: Acquire knowledge of the responsibilities and roles of the
relevant agencies when tackling urban flooding emergencies.
Detailed SMART Objective 1: The project will explain what actions and duties of
those involved in urban flooding problems are and how they are performed. This
involves assessing the level of communication and coordination of agencies in a
tabletop exercise or simulation session. Agencies of about 20 individuals will undergo
training on 5th April and be equipped with resources to be able to do their duties to
reduce the consequences of emergencies. This will also help to make sure the set
goals pay attention to urban flooding, and the evaluation will be conducted within
three weeks.
Figure 1: SMART Objective 1
Specific
Who: Participating Agencies
What: Know agency responsibilities in the event of an urban flooding emergency
Measurable
How many: 20 individuals
Documented by: Assessment reports
Accountable to: Exercise coordinators
Attainable
Justification: Train and supply resources critical for role fulfillment
Relevant
Rationale: Set exercise objectives in the context of urban flooding situations
Time-based
When: The agency’s performance review will be finished within three weeks
SMART Objective 2: Evaluate the efficiency of the plans for emergency situation.
Detailed SMART Objective 2: The performance of the agencies engaged in the
process will be determined by the degree to which their emergency plan has been
implemented and the extent to which it has been employed. The targeted number of
emergency plans to be evaluated is 20 per day. This is done to mitigate public safety
and infrastructure disruptions that may have been caused by flooding. The process
involves reviewing simulations responses, identifying things that need to be
improved, and develop alternative response approaches. It will be employed in 10th
April timeframe.
Figure 2: SMART Objective 2
Specific
Who: Participating Agencies
What: Evaluating the efficiency of emergency plans
Measurable
How many: 20 emergency plan
Documented by: Assessment reports
Accountable to: Exercise coordinators
Attainable
Justification: Specify the scope for improvement and refinement of the given strategies
Relevant
Rationale: Find a way to handle the most urgent needs of the suffering population
Time-based
When: 10th April
SMART Objective 3: Improve interagency interoperability and coordination.
Detailed SMART Objective 3: The project will provide interagency interoperability
and collaboration by joint exercises and resources. The targeted participant is 30
individuals both male and female. The evaluation shall be conducted through
observation of communication and resources integration shared among agencies
over the course of the exercise and it will be done on monthly basis from AprilSeptember 2024. Creating an atmosphere of cooperation among organizations
through networking opportunities is essential in achieving the task.
Figure 3: SMART Objective 3
Specific
Who: Participating Agencies
What: Foster effective coordination and collaboration on an interagency level
Measurable
How many: 30 individuals both male and female
Documented by: Assessment reports
Accountable to: Exercise coordinators
Attainable
Justification: Aim to establish networking and partnerships
Relevant
Rationale: Take into account the intricacy of urban flooding emergencies
Time-based
When: April-September 2024
SMART Objective 4: Increase community preparedness awareness and public
attention to urban flooding.
Detailed SMART Objective 4: The projects aim is to foster readiness in community,
by reaching out and educating people about urban flooding and everything related to
that. This will be evaluated by tracking the efficacy of outreach programs aiming at
developing the preparedness and response of the communities in emergency
situations. The institution will be 5 in each of the urban center with a minimum of 10
instructors. In addition, achievability is possible by creating educational resources
and communication messages that tell communities the dangers of flooding and the
steps to take for their own safety. The program will take 4 months from 5th April 2024
to 5th August 2024.
Figure 4: SMART Objective 4:
Specific
Who: Participating Agencies
What: Increase the proportion of community preparedness and spread public
consciousness
Measurable
How many: 5 institutions in each of the urban center with a minimum of 10 instructors
Documented by: Assessment reports
Accountable to: Outreach coordinators
Attainable
Justification: Develop educational content and communication strategies
Relevant
Rationale: Urge the community to participate in guarding against flooding incidents
Time-based
When: 4 months from 5th April 2024 to 5th August 2024.
SMART Objective 5: Analyze the stability and operability of the critical infrastructure
system.
Detailed SMART Objective 5: The project will measure the stability and efficiency of
the infrastructure systems that include a flood mitigation system and drainage
networks. It is estimated to target 80% of the urban centers with poor infrastructure
systems. This entails testing the performance of critical infrastructure in the simulated
environments, spotting vulnerable parts, and working closely with the federal, state,
and local agencies and utility providers, throughout the evaluation process. Essential
services will be initiated on 10th April and the plan will help make infrastructure
repairs and improvement, including pre-determined arrangements.
SMART Objective 5:
Specific
Who: Participating Agencies and Utility Companies
What: Evaluate the essential elements and systems’ ability and extent to continue without
disruptions
Measurable
How many: 80% of the urban centers
Documented by: Assessment reports
Accountable to: Infrastructure evaluation coordinators
Attainable
Justification: Work with agencies and companies for evaluations
Relevant
Rationale: Create sustainable arrangements to enable the continuity of crucial services
during calamities
Time-based
When: 10th April
SMART Objective 6: Enhancing the proficiency of the emergency responders for
search and rescue mission.
Detailed SMART Objective 6: The project manager will accomplish emergency
response team’s ability to conduct search and rescue mission as well as medical aid
in flood periods. Also, the number of responders trained for the program will be 10
both male and female from the 5-training institution. In addition, the emergency
response incorporates drowning and flood situations into the assessment of search
and rescue mission, and medical protocols. Also, it points out the needed training
and resources for rescue team to increase the responders skills and readiness. The
trained individuals will start their rehearsals on 4th April 2024 to familiarize
themselves with the programs aim
SMART Objective 6
Specific
Who: Emergency Responders
What: Develop search and rescue operations and provide medical assistance in times of
flooding
Measurable
How many: 10 both male and female from the 5-training institution
Documented by: Assessment reports
Accountable to: Training coordinators
Attainable
Justification: Provide training and resources for skill enhancement
Relevant
Rationale: Address challenges and risks in urban flooding situations
Time-based
When: 4th April 2024
Staffing Plan
Design Team.
The team is tasked with the exercise’s planning and development. It comprises
experts and representatives from the main agencies. The team includes;
? Emergency Management Coordinator from the municipality
? Emergency Response Planner also from the municipality
? Public Health Specialist from the Ministry of Health
? Infrastructure Engineer from the Water Authority
? Training and Exercise Coordinator from the Local Emergency Management
Office.
Conduct Team.
Exercise Director.
They will have authority over the exercise and will ensure the exercise goals are
accomplished and progress smoothly.
Controllers.
They will manage the exercise setup. This entails controlling the exercise’s pace,
implementing the scenario, and constantly interacting with participants.
Facilitators.
They will be important in discussion-based exercises by guiding group discussions,
ensuring participants are actively involved, and meeting exercise goals.
Lead Evaluator.
They will lead the evaluation procedures. This entails coordinating with evaluators,
gathering data, and assessing exercise outcomes to develop an After Action Report.
Evaluators.
They will assess agencies and participants’ performances during the exercise.
Predefined evaluation criteria will be used to develop feedback on strengths,
weaknesses, and areas for improvement.
Role Players.
They will act as different community members and stakeholders impacted by the
flooding scenario. They will develop realistic situations and environments for
participants.
Budget.
Personnel Costs. 1,500,000
On-Duty Personnel.
? Emergency Management Coordinator (Jazan Municipality), 100,000 SAR
? Public Health Specialist (Ministry of Health) 100,000 SAR
? Infrastructure Engineer (Water Authority) 100,000 SAR
? Training and Exercise Coordinator (Local Emergency Management Office)
100,000 SAR
? Safety Officer 100,000 SAR
? Medical Team (Paramedics) 100,000 SAR
? Controllers 100,000 SAR
? Facilitators 100,000 SAR
? Lead Evaluator 100,000 SAR
? Evaluators 100,000 SAR
? Role Players 100,000 SAR
? Simulators 100,000 SAR
? Communications Officer 100,000 SAR
? Logistics Coordinator 100,000 SAR
? Observers 100,000 SAR
Backfill Costs. 200,000
In situations that require on-duty personnel to be replaced, the backfill expenses will
entail additional staffing or overtime expenses their respective agencies incurred.
Other Expenses. 1,300,000
? Venue Rental: Expenses from renting an appropriate venue for doing the
exercise. This includes setup and cleanup costs. 100,000 SAR
? Equipment and Supplies: This results from simulation materials like rescue
boats and flood water pumps. 100,000 SAR
? Communication devices like megaphones and radios. 100,000 SAR
? Medical supplies and first aid kits. 100,000 SAR
? Exercise materials like scenario documents and maps. 100,000 SAR
? Safety gear like life jackets and helmets. 100,000 SAR
? Moulage supplies for simulating injuries. 100,000 SAR
? Water and refreshment for participants. 100,000 SAR
? Transportation costs for moving personnel and equipment to and from the
venue. 100,000 SAR
? Documentation and reporting will be involved since exercise manuals,
evaluation forms, and after-action reports will be printed. 100,000 SAR
? Administrative costs resulting from compiling the documentation. 100,000
SAR
? Training sessions and pre-exercise briefings for participants will result in
additional expenses. 100,000 SAR
? Miscellaneous costs resulting from unexpected emergencies or expenses.
100,000 SAR
Total Estimated Budget.
The budget for the urban flooding emergency exercise is 3,000,000 SAR.
Emergency Management
Exercise Design
Session 3
Developing the Scenario
Developing the scenario & Identifying
Resources
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Drafting the incident scenario
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Drafting the script
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Determining the expected actions
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Identifying and sourcing resources
The scenario
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The scenario is a description of the simulated events which constitute the basis of
the exercise.
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The scenario should be driven by the goal (purpose) and objectives, not vice
versa.
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Should be realistic, plausible and challenging
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Should reflect or reconstruct reality sufficiently to create genuine demands and
create ad maintain appropriate stress levels
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Should, at least, challenge the core capabilities to be assessed.
Crafting the Scenario
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Should include;
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Background information
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Events occurring prior to response
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Limitations to response
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Developments during response
Presenting the scenario
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For Discussion based exercises and, in part, for Functional Exercises
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Information is presented to the Exercise Conduct Team in a Sit-Man (Situation
Manual)
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If necessary, a player (participant) manual may be prepared and distributed to the
players, generally prior to the event.
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During the exercise, the scenario is presented by a facilitator (A/V assisted) to the
players
The End Product
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The scenario should include information on all variables; sufficient to require
the players to make determinations and choose courses of action, but should
not be of such dtail that it shall present a presumptive course o action.
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The expected course of action should be detailed in the sit-man for
operations based exercises.
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The Sit-Man should detail player determinations / selected courses of action,
if any, which would be case for intervention by controller.
Scripting Role Players
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Role Players must:
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have an understanding of the exercise Goal
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understand the whole scenario, the bigger picture
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portray their role as scripted
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Not improvise unless told to do so
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When given leeway, must understand their limitations of doing so
Staging the simulation
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In Operations based exercises
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Detailed in the Controller / Evaluator Handbook
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Presented in Player Brief
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Presented with simulated situation
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Presented with Role Players
Resources Required
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Resources for Planning
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Resources for Conduct
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Resources for Simulation
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Resources for exercise play
Resources
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Resources Can Be
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People
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Information
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Things
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Places
All resources required for the planning, conduct and evaluation of the
exercise need to be identified and acquired
This week
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Prepare the Scenario PPT or the Sit Man scenario for your exercise
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Prepare a resource list for your exercise
Due by 11:59pm Tuesday 7/25.
