Exercise Design Workshop

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Exercise Design Workshop
Pandemic Influenza Preparation and Response Plan

• An Overview for Agency Telework Exercise Design
  Teams

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(No Transcript)
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Agenda

• Exercise design strategy guidance
• Telework exercise design process
• Exercise Design Toolbox

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DOL Goals during a Pandemic
From the DOL PI Preparation and Response Plan

• Protect employees during a Pandemic
• Sustain essential functions during times of
  significant absenteeism
• Support overall federal response during a
  pandemic
• Communicate guidance to DOL stakeholders during a
  pandemic

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Exercise Design Strategy Guidance
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Benefits of an Exercise Program

• Improves personnel readiness
• Provides reassurance that we can continue
  essential functions
• Identifies weaknesses and areas for improvement
• Assures constant and continuous improvement
• Meets requirements of Presidents strategy

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PI Telework Exercise Objectives

• Ensure agency is prepared to sustain mission
  functions
• Test the capabilities of the agency to conduct
  essential functions using telework
• Adequately equip personnel so they can perform
  mission functions via telework
• Stress the agency IT system

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Exercise Planning Guidance

• First, determine essential functions
• Identify staff that performs essential functions
  (2 or 3 deep)
• Use an incremental strategy
• Start out with small groups
• Increase size of telework group, selecting
  different employees
• Incorporate randomness in the selection of
  employees
• Build to 40 absenteeism rate

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Exercise Planning Guidance (cont.)

• Incorporate functions/tasks to stress the IT
  systems
• Consider length of exercise 2 or more days may
  provide better test
• Include regional and field offices or ensure
  these sites conduct their own exercises
• Begin tests September 1

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Exercise Planning Guidance (cont.)

• Send status/reports to OASAM/HRC/OWLBP for
  inclusion in updates to Deputy Secretary
• Document and keep records of all exercises!

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Telework Exercise Evaluation

• Evaluate equipment, systems, processes and
  procedures
• Evaluate communication capabilities to all
  employees, including guidance and direction
• Evaluate ability to access current vital records,
  systems, and data management software and
  equipment
• Evaluate the interoperability of communications
• Evaluate logistical support, infrastructure
  systems, and services at the telework sites.

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Corrective Action Process

• Evaluate all areas of the exercise and develop
  specific corrective actions
• Conduct a debriefing (Hot Wash) and develop an
  After Action Report after each exercise.
• Identify systemic weaknesses and provide
  recommendations for correction after each
  exercise or event.

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Telework Exercise Design Process
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Exercise Design Process

• Assess telework needs
• Assign exercise responsibilities
• Develop strategy for incremental testing
• Prepare employees for the exercise
• Conduct telework exercises
• Consolidate and report results
• Address identified problems
• Begin process again with larger / different /
  more random sample of employees

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Step 1 Assess Telework Needs

• Review current plans and procedures to determine
• Preparedness activities
• Response activities
• Required resources
• Personnel needs
• Execution of procedures

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Step 2 Assign Exercise Responsibilities

• Appoint overall Exercise Planner for Agency
• Identify Telework Coordinator on planning team
• Identify IT Coordinator on planning team
• Identify EMWG member
• Assign other members as appropriate to planning
  team

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Step 2 (cont.)

• Agency exercise planner
• Lead for the entire planning process
• Prepares documentation
• Leads Hot Wash after exercise
• Telework Coordinator
• Ensures telework policies are in place
• Provides guidance on employee / supervisor
  responsibilities during telework

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Step 2 (cont.)

• IT Coordinator
• Provides guidance on IT security considerations
• Assists agencies in identifying IT capabilities
• Provides IT support during the exercise
• EMWG rep
• Can provide guidance on exercise design and
  evaluation

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Step 3 Develop Strategy for Incremental Testing

• Keep in mind the overall objectives for the
  exercise
• Testing should be incremental
• Start small and build
• Add different groups (staff, management)
• Consider length of exercise
• Select staff at random
• Make sure you are learning from each exercise

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Step 3 (cont.)

• Give time between each exercise to address issues
  before scheduling next one
• Determine dates and schedule
• Try to stress the IT system

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Step 4 Prepare Employees for the Exercise

• Employees complete
• Work-at-Home Emergency Kit
• Telework Technology and Equipment Requirements
  Checklist
• Review telework policies
• Participant Instructions
• Forms
• Participant Questionnaire
• General Observation Form

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Step 5 Conduct Telework Exercise

• Designated employees telework from approved
  location
• Complete assignments and tasks from supervisor
• Use remote access capability
• Access all files, databases, records, etc.
• Use other communication means as necessary (fax,
  cell phone, pager, satellite phone, etc.)
• Document time and attendance

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Step 6 Consolidate and Report Results

• Conduct Hotwash session with participants to
  obtain feedback
• Collect all forms from the participants
• Participant Questionnaires
• General Observation Forms
• Other logs, notes
• IT Checklists
• Write After Action Report
• Brief Agency Head
• Submit copy to OASAM/HRC/OWLBP

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Step 7 Address Identified Problems

• Review and analyze all documentation from
  exercise
• Participant Questionnaires
• General Observation Forms
• IT Checklists
• Other notes
• Implement Corrective Action Program

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Step 8 Begin Process Again

• Identify another group of employees who are
  essential
• Increase randomness of selection
• Go through process again

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Exercise Design Toolbox
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Purpose

• Provide templates for agency planners to use for
  planning and conducting their agency telework
  exercises
• Toolbox components are useful tools and all can
  be modified or tailored to meet your agency needs

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Toolbox Components

• Exercise Planning Guide main document with
  Attachments A M
• Guide gives explanation of each tool or template
• Guide provides
• Exercise objectives
• General planning guidance
• Security info
• List of resources
• Templates

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Sequence of Tasks
Step 1
Step 8
Assess telework needs
Step 2
Identify other employees
Assign responsibilities
Step 7
Address identified problems
Develop strategy
Step 3
Consolidate and report results
Prepare employees
Conduct exercise
Step 6
Step 4
Step 5
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(No Transcript)
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Questions?
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POCs

• HRC Jennifer Koh, 37625
• ITC Bill Dellamar, 34230
• EMC Mary Jo Hogan, 37504