Pan Flu II Tabletop Exercise

1
Pan Flu II Tabletop Exercise

• Pandemic Influenza strikes Minnesota
• Federal Executive Board of Minnesota
• October 3, 2006

2
Objectives for Todays Program

• Explore the major consequences of a highly
  pathogenic pandemic influenza outbreak on your
  agency/business
• Review your current preparations
• Explore the HR concerns that will affect your
  agency/business as a result
• Understand the potential outcomes

3
Objectives, continued

• Assess your leaderships role and function
• Explore the impact of the permanent loss of key
  personnel
• Impact of the employees family concerns on your
  agency/business
• What long term concerns will follow the pandemic
  that will challenge your agency/business

4
Agenda

• 0730 0800 Registration
• 0715 0730 Facilitator Meeting
• 0800 0825 Session Opening (Auditorium - All)
• 0835 0900 Scenario I (Groups)
• 0900 0930 Scenario II (Groups)
• 0930 1000 Scenario III (Groups)
• 1000 1030 Scenario IV (Groups)
• 1030 1100 Scenario V (Groups)
• 1100 1130 Scenario VI and VII (Groups)
• 1130 Small Group Reporting and Closure
  (Auditorium - All)

5
Expectations

• Active engagement to the exercise and each other
• Not all participants in each group will have the
  same knowledge/experience
• Find out your organizations current strengths
  and weaknesses
• Report out findings to large group at conclusion
• A strict non-attribution clause in effect for all
  conversations today

6
Scenario I

• Increased Human-To-Human Transmission of H5N1
  Influenza in Southeast Asia
• November 3, 2006
• The World Health Organization (WHO) reports a
  strain of avian influenza H5N1.
• It is allowing easy human-to-human transmission
  in China.
• WHO has upgraded the Pandemic Influenza Alert
  to Phase 4.
• WHO officials have been working to stem the
  outbreak.
• Health workers are administering anti-viral
  drugs.
• There are currently no reports of influenza
  H5N1 cases outside the city where the outbreak
  began.

7
Discussion and Exploration

• Question Set 1
• Does your agency/business have complete and
  up-to-date orders of succession and delegation?

8
Discussion and Exploration

• Question Set 1
• Does your agency/business have complete and
  up-to-date orders of succession and delegation?
• What are the essential functions of your
  agency/business?

9
Discussion and Exploration

• Question Set 1
• Does your agency/business have complete and
  up-to-date orders of succession and delegation?
• What are the essential functions of your
  agency/business?
• Have you identified the corresponding vital
  records and databases to sustain your essential
  functions?
• How will they be safeguarded, accessed, and
  maintained?
• If your agency/business plans to rely on telework
  during a pandemic, how will you ensure access to
  important data, and how will you ensure the
  security of that data?

10
Discussion and Exploration

• Question Set 1
• Does your agency/business have complete and
  up-to-date orders of succession and delegation?
• What are the essential functions of your
  agency/business?
• Have you identified the corresponding vital
  records and databases to sustain your essential
  functions?
• How will they be safeguarded, accessed, and
  maintained?
• If your agency/business plans to rely on telework
  during a pandemic, how will you ensure access to
  important data, and how will you ensure the
  security of that data?
• Who are the personnel critical to the performance
  of your essential functions? Have you trained
  additional personnel to perform these functions,
  if necessary?

11
Discussion and Exploration

• Question Set 1, continued
• What are the physical and information systems
  necessary for the performance of your essential
  functions? Do these systems required human
  interaction? If so, how long, if at all, can
  these systems function without human intervention
  and maintenance?

12
Discussion and Exploration

• Question Set 1, continued
• What are the physical and information systems
  necessary for the performance of your essential
  functions? Do these systems required human
  interaction? If so, how long, if at all, can
  these systems function without human intervention
  and maintenance?
• Who are the supplies and contractors whose
  services are necessary for the performance of
  your essential functions? Have you conducted
  planning sessions to determine actions that will
  be taken during a pandemic?

13
Discussion and Exploration

• Question Set 1, continued
• What are the physical and information systems
  necessary for the performance of your essential
  functions? Do these systems required human
  interaction? If so, how long, if at all, can
  these systems function without human intervention
  and maintenance?
• Who are the supplies and contractors whose
  services are necessary for the performance of
  your essential functions? Have you conducted
  planning sessions to determine actions that will
  be taken during a pandemic?
• What organizations does your agency/business work
  closely with? What plans are in place to ensure
  effective communication and coordination with
  them during a pandemic?

14
Discussion and Exploration

• Question Set 1, continued
• What are the physical and information systems
  necessary for the performance of your essential
  functions? Do these systems required human
  interaction? If so, how long, if at all, can
  these systems function without human intervention
  and maintenance?
• Who are the supplies and contractors whose
  services are necessary for the performance of
  your essential functions? Have you conducted
  planning sessions to determine actions that will
  be taken during a pandemic?
• What organizations does your agency/business work
  closely with? What plans are in place to ensure
  effective communication and coordination with
  them during a pandemic?
• Does your agency/business have a pandemic
  coordinator? If so, what are their specific
  responsibilities?

15
Scenario II

• Phase 5 Pandemic Alert Declared
• December 10, 2006
• The mutated influenza H5N1 virus is spreading
  outside the control area in China.
• Pandemic Influenza Alert raised to Phase 5.
• Flights from China and Southeast Asia may be
  limited in the future.
• Colleges and universities are recommending that
  students studying in China and Southeast Asia
  return home immediately.
• Flights to Southeast Asia have declined
  steeply.
• Minnesota and the rest of the U.S. experiencing
  flu strain A/Wisconsin.
• CDC issues a statement warning that the annual
  flu vaccine may not be effective against the
  A/Wisconsin strain and will not work against H5N1
  strain.
• A pandemic flu vaccine is six months away from
  distribution.

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Discussion and Exploration

• Question Set 2
• What critical positions in your agency/business
  will receive priority prophylaxis anti-viral
  medications if they become available? If they are
  not made available, what will be your course of
  action?

17
Discussion and Exploration

• Question Set 2
• What critical positions in your agency/business
  will receive priority prophylaxis anti-viral
  medications if they become available? If they are
  not made available, what will be your course of
  action?
• Does your agency/business have a pandemic
  response plan? If so, what are the triggers which
  activate your pandemic response plan? What is
  your concept of operations? What are the
  procedures involved in activating the response
  plan?

18
Discussion and Exploration

• Question Set 2, continued
• Does your agency/business have a Pandemic
  Influenza Communication Plan?
• How will your agency/business ensure that
  employees have timely and accurate information
  during a pandemic? Who will be in charge of such
  communications, and what are the key messages you
  will send?
• What key messages does your agency/business need
  to send to the public and what plans are in place
  to get the word out?
• How will your agency/business help to calm the
  fears of your employees as it becomes apparent
  that a pandemic is developing? What information
  is necessary to make available?

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Scenario III

• The Pandemic Hits Minnesota
• January 15, 2007
• Thousands have contracted pandemic influenza in
  China.
• Several hundred deaths reported.
• St. Paul Regions Hospital and Hennepin County
  Medical Center are reporting suspected cases of
  pandemic influenza in young adults.
• Other North American cities have confirmed
  cases of the virulent H5N2 strain.
• Early symptoms make initial diagnosis
  difficult.
• There is a 2-3 day period where individuals are
  most infectious, but do not yet show symptoms.

20
Discussion and Exploration

• Question Set 3
• What policies does your agency/business have in
  place for reducing the spread of influenza among
  your employees?

21
Discussion and Exploration

• Question Set 3
• What policies does your agency/business have in
  place for reducing the spread of influenza among
  your employees?
• What policies does your agency/business have in
  place for dealing with employees who come to work
  while ill, or who become ill while at work?

22
Discussion and Exploration

• Question Set 3
• What policies does your agency/business have in
  place for reducing the spread of influenza among
  your employees?
• What policies does your agency/business have in
  place for dealing with employees who come to work
  while ill, or who become ill while at work?
• What measures will your agency/business take to
  protect employees who are required to have
  frequent contact with the public?

23
Discussion and Exploration

• Question Set 3, continued
• Who will be in charge of keeping track of who
  among your workforce is ill, is absent, or has
  died?
• How will your agency/business assist their
  families who are suffering from illness or grief?
• How will your agency/business assist your
  transitioning workforce with health, grief, and
  trauma issues?

24
Discussion and Exploration

• Question Set 3, continued
• Who will be in charge of keeping track of who
  among your workforce is ill, is absent, or has
  died?
• How will your agency/business assist their
  families who are suffering from illness or grief?
• How will your agency/business assist your
  transitioning workforce with health, grief, and
  trauma issues?
• What policy is in place to address employees who
  have exhausted their sick time and/or vacation
  time?

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Scenario IV Part 1

• The Virus Spreads Throughout Minnesota
• February 14, 2007
• The virus is spreading quickly.
• People are stocking up on food, batteries,
  OTCs, and other supplies leading to a growing
  shortage.
• Others have moved to small towns and cabins
  resulting in cases being reported in these areas.
  
• Approximately 200,000 cases of H5N1 in
  Minnesota, with roughly 4,000 deaths, and
  additional cases are being diagnosed every day.
• The virus is attacking seemingly healthy people
  and especially lethal to those between the ages
  of 15 and 39.
• Local hospitals are reporting that 25-35 of
  their staff is absent.
• Hospitals do not have enough ventilators and
  beds, and more and more influenza patients are
  now being cared for in their homes. There are
  reports of many such people dying in their homes.

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Scenario IV Part 2

• The Virus Spreads Throughout Minnesota, continued
• February 14, 2007
• The Governor has officially declared a State of
  Emergency in Minnesota.
• The National Guard has been activated and are
  assigned to priority services throughout the
  state.
• Medical assistance supplies are available from
  the Federal Government at this time.
• U.S. DHS has elevated the Homeland Security
  Advisory System nationwide to Orange (High Risk
  of Terrorist Attacks).
• Schools and daycare facilities have been closed
  in an attempt to slow the spread of the virus
  compounding staffing issues for businesses and
  government agencies.
• Colleges and universities students without
  family in the area requiring healthcare overwhelm
  campus services.
• Local stores have run very low on food and
  other essential supplies.

27
Discussion and Exploration

• Question Set 4
• How will your agency/business handle the
  potential shortage of basic supplies such as
  batteries, office supplies, and hygiene products?

28
Discussion and Exploration

• Question Set 4
• How will your agency/business handle the
  potential shortage of basic supplies such as
  batteries, office supplies, and hygiene products?
• Will your agency/business assist in providing
  supplies for your employees (e.g. water?)

29
Discussion and Exploration

• Question Set 4
• How will your agency/business handle the
  potential shortage of basic supplies such as
  batteries, office supplies, and hygiene products?
• Will your agency/business assist in providing
  supplies for your employees (e.g. water?)
• What policies does your agency/business have in
  place for handling the needs of employees with
  small children, in the event of a closure of
  schools and daycare centers?

30
Discussion and Exploration

• Question Set 4
• How will your agency/business handle the
  potential shortage of basic supplies such as
  batteries, office supplies, and hygiene products?
• Will your agency/business assist in providing
  supplies for your employees (e.g. water?)
• What policies does your agency/business have in
  place for handling the needs of employees with
  small children, in the event of a closure of
  schools and daycare centers?
• What policies does your agency/business have in
  place for handling the needs of employees who
  stay home during a pandemic to care for ill
  family members?

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Scenario V Part 1

• The Virus Continues In Minnesota
• March 18, 2007
• The H5N1 has spread to all areas of the United
  States.
• Virus has spread throughout the US and
  businesses are experiencing high absenteeism.
• Public gatherings are discouraged and public
  transportation is sustained to a basic level
  commuting has become difficult.
• Local gas stations are now beginning to run out
  of gasoline.
• Police and fire departments and emergency
  services are overwhelmed and understaffed and
  responding to prioritized calls.

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Scenario V Part 2

• The Virus Continues In Minnesota, continued
• March 18, 2007
• Hospitals and pharmacies have run out of
  antiviral medications and are running low on
  prescription medications.
• Federal officials announce a pandemic vaccine
  may be ready in June.
• A growing number of deaths are due to serious
  chronic medical conditions.
• Periodic interruptions of services have become
  common.
• Internet services are no longer reliable.
• Cemeteries are overwhelmed and experiencing
  delays the number of deaths continues to rise.
• The sudden influx of orphans is putting stress
  on the Minnesota Department of Human Services.
• There have been substantial deaths among the
  elderly.
• Local charities and volunteers are providing
  basic supplies to the elderly mental health
  services to families, first responders and health
  care workers.

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Discussion and Exploration

• Question Set 5
• What plans does your agency/business have in
  place for ensuring the continuation of essential
  services in the event of interruptions in gas,
  water, telephone, and electrical services?

34
Discussion and Exploration

• Question Set 5
• What plans does your agency/business have in
  place for ensuring the continuation of essential
  services in the event of interruptions in gas,
  water, telephone, and electrical services?
• If your agency/business plans to rely on telework
  during the pandemic, how will you respond to a
  disruption of internet service?

35
Discussion and Exploration

• Question Set 5
• What plans does your agency/business have in
  place for ensuring the continuation of essential
  services in the event of interruptions in gas,
  water, telephone, and electrical services?
• If your agency/business plans to rely on telework
  during the pandemic, how will you respond to a
  disruption of internet service?
• What policies does your agency/business have for
  handling employees who have difficulty getting to
  work during a pandemic due to their dependence on
  public transit or carpooling?

36
Discussion and Exploration

• Question Set 5, continued
• If your regular suppliers are unable to deliver
  services, what plans does your agency/business
  have in place for procuring those supplies from
  another source?

37
Discussion and Exploration

• Question Set 5, continued
• If your regular suppliers are unable to deliver
  services, what plans does your agency/business
  have in place for procuring those supplies from
  another source?
• What plans does your agency/business have in
  place for supporting the mental and emotional
  health of your employees as the pandemic
  continues and deaths of friends and family
  members occur?

38
Scenario VI

• First Wave of Pandemic Begins To Wane
• April 20, 2007
• Weeks after the initial outbreak, the pandemic
  is showing signs of waning.
• Roughly 20,000 Minnesotans have died to date.
• Shipments of food, gasoline, and other supplies
  have resumed.
• Many survivors are well enough to return to
  work.
• Government agencies and businesses are starting
  to assess recovery steps and prepare for the next
  pandemic wave.
• Some smaller businesses are finding it
  difficult to recover from the economic losses.
• Financial losses have been especially
  devastating for airlines and for businesses like
  professional sport teams, theaters, and malls.
• Schools and daycare facilities have reopened.

39
Discussion and Exploration

• Question Set 6
• What plans does your agency/business have in
  place for replacing employees who die or who are
  permanently disabled from pandemic influenza?

40
Discussion and Exploration

• Question Set 6
• What plans does your agency/business have in
  place for replacing employees who die or who are
  permanently disabled from pandemic influenza?
• What plans does your agency/business for dealing
  with the press and the public, regarding your
  performance during the pandemic?

41
Discussion and Exploration

• Question Set 6
• What plans does your agency/business have in
  place for replacing employees who die or who are
  permanently disabled from pandemic influenza?
• What plans does your agency/business for dealing
  with the press and the public, regarding your
  performance during the pandemic?
• What steps will your agency/business take to
  prepare for the next wave of the pandemic?

42
Scenario VII - Rhetorical

• Second wave of Pandemic Begins
• August 26, 2007
• Several suspected H5N1 cases were reported
  early last week.
• More cases have been diagnosed in MN a similar
  resurgence appears to be occurring throughout the
  United States.
• The highest infection rate is among young
  adults between 15 and 39.
• This second wave of the pandemic has so far
  caused very few deaths but high rates of
  absenteeism.
• This milder second wave is still causing high
  rates of employee absence.
• A much milder third wave of pandemic is also
  predicted.
• The new vaccine should be available, but
  supplies could be limited.
• The rates of employee absenteeism for
  businesses and government agencies will likely be
  manageable during a third wave, and schools and
  stores may remain open.
• It is anticipated that the H5N1 vaccine will be
  part of the coming winters annual influenza
  vaccine.

43
If Time Permits

• Question Set 7
• How will your agency/business continue recovery
  efforts during this second wave of the pandemic?

44
End of the Scenario

• Return promptly to the main auditorium for group
  reports and concluding remarks