Continuity of Operations (COOP) Pandemic Flu Tabletop Exercise

Continuity of Operations (COOP) Continuity of Operations (COOP) Pandemic Flu Tabletop ExercisePandemic Flu Tabletop Exercise

KC Pandemic Regional Interagency COOP Exercise

KC PRICE ‘07

Rules of Engagement

Brad Scott,Exercise Director

Brainstorming techniques and free, non-attribution discussions are highly encouraged. The following rules apply while brainstorming:

REMEMBER,

non-attribution is in effect

Promote maximum group interaction

Keep issues on a high level

Offer inputs based on facts; avoid hearsay

Do not engage in Non-constructive criticism is not permitted

Focus on solutions, not blame

Respect all ideas and comments

PARTICIPATE

Ground Rules

FEMA

Action Item/MSEL Protocol

•Evaluators/Facilitators each have a set of Action Items that will be introduced during Exercise Play.

•Evaluator should give the Action Item to their Agency Lead Players at the table, that individual should read it out loud for their team, and then discussions should take place.

Action Item/MSEL Protocol

•Evaluators – There are Easels strategically placed in the room that will reflect the current Action Item in Play. In addition Exercise Staff will come around to the tables instructing you which Action Item should be introduced.

•Once an Action Item is completed it should be returned to the Evaluator, which can later be used to facilitate your Hotwash discussions.

National and international health organizations continue to track the occasional transmission of H5N1 avian influenza from an infected bird to a human

Human cases appear about one per week

Rare human-to-human transmission reported

WHO Pandemic Phase 3

Federal Response Stage 0

Dept. of Agriculture

Animal Outbreak Overseas (today)

H5N1 influenza in birds or humans not yet been identified in North America, however 59 countries report bird cases and 185 deaths have occurred in third-world countries







The U.S. is working with an international partnership to contain outbreaks beyond its borders

Vaccine research is ongoing

The need for planning and preparedness is stressed

CDC and WHO continue to monitor and investigate human cases worldwide, except in nations who refuse to cooperate internationally

CDC




KFEB - 1

Segment 1 – Feature Story

Stage 0New Domestic Animal Outbreak in At-Risk Country

Stage 1Suspected Human Outbreak Overseas

Stage 2Confirmed Human Outbreak Overseas

Stage 3Widespread Human Outbreaks in Multiple Locations Overseas

Stage 4First Human Case in North America

Stage 5Spread throughout United States

Stage 6Recovery and Preparation for Subsequent Waves

WHO Worldwide Phases Federal Government Response Stages No Triggers

INTER-PANDEMIC PERIOD

Phase 1. No new influenza virus subtypes have been detected in humans. An influenza virus subtype that has caused human infection may be present in animals. If present in animals, the risk of human infection or disease is considered to be low

Phase 2. No new influenza virus subtypes have been detected in humans. However, a circulating animal influenza virus subtype poses a substantial risk of human disease

PANDEMIC ALERT PERIOD

Phase 3. Human infection(s) with a new subtype but no human-to-human spread or at most rare instances of spread to a close contact

Phase 4. Small cluster(s) with limited human-to-human transmission but spread is highly localized, suggesting that the virus is not well adapted to humans

Phase 5. Larger cluster(s) but human-to-human spread is still localized, suggesting that the virus is becoming increasingly better adapted to humans but may not yet be fully transmissible (substantial pandemic risk)

PANDEMIC PERIOD

Phase 6. Pandemic phase: increased and sustained transmission in the general population

WHO Global Pandemic Phases, Federal Government Response Stages, and Triggers

Animal OutbreakNorth America

(AONA)

Human OutbreakOverseas

(HOO)

Human OutbreakNorth America

(HONA)

Pandemic Waves

Immediate Actions

Triggers

Action Item #1

Headquarters calls and wants to know what essential functions in addition to the ones already identified in your Agency COOP Plan need to be considered during a pandemic?

Are there any functions that will need to be suspended?

Action Item #2

Headquarters calls and wants to know what Human Capital flexibilities are being considered to maximize workforce capabilities?

What does your plan suggest, and is there a need to develop or modify existing labor relations plans?

ACTION ITEM #3

Headquarters calls and asks if the current Delegations of Authorities and Succession Plan contained within your COOP will be sufficient enough for a Pandemic Outbreak?

Share agency pandemic plan with staff.

Re-affirm emergency contact information and accountability procedures.

Institute employee education for infection control, hand-washing, cough etiquette, and social distancing.

Advocate for seasonal influenza vaccination and pneumonia vaccinations for at-risk employees.

Advise staff what a “safe haven” is.

Direct staff to OPM website about leave policies, safe haven, employee assistance and other benefits.

Identify those who have the capability to telecommute, and with security software, on home computers.

Hold one-day work-at-home exercise for employees.

INTERLUDE – AOO

KFEB - 2

Dozens dead Birds in south & southwestern States – AONA

Dead Birds – Iowa CDC Alerts local Health

Monitoring Hospital Respirator cases and over the counter flu medication purchases

USDA is monitoring spot reports of possible animal outbreaks of H5N1 in the United States

The introduction of avian influenza into North America has occurred

USDA officials are concerned about the possible effects of the virus on the chicken population

USDA & Dept. of Interior intensely monitor domestic and wild bird populations



Animal Outbreak in North America

Action Item #4

Headquarters calls and knows that through your COOP planning, you have the ability to account for our workforce.

But it wants to know if you have identified procedures to track who is sick and who has been exposed, recovered or died during a pandemic?

Action Item #5

Headquarters calls and wants to know if you have been proactive in educating the workforce on pandemic hygiene and preparedness.

Have you posted educational material and conducted training for your workforce?

KFEB – 3 - HOO

WHO confirms H5N1 flu is spreading from human to human throughout Vietnam

Federal Stage – 2

Incident of National Significance

OPM alerts Federal Agencies to be prepared to track employee health

State Dept. recommend overseas travel restriction



Human Outbreak Overseas

H5N1-related human deaths are reported in the villages in northern Vietnam

This new strain is able to move from human-to-human

The Federal Government Response Stage is raised to Stage 2

DHS declares an “Incident of National Significance”

Within days, 12 Vietnamese villages report influenza deaths and tests indicate the same virus

The WHO issues a global health report saying a new strain of influenza exists, based on avian H5N1, that is able to move from human-to-human

Public health workers struggle to track and contain spread of the virus throughout Vietnam

Travel restrictions to and from Vietnam are set in place

CDC requests human tissue samples from Vietnam to determine if there has been a change in the virus. Vietnam refuses, citing a concern that it won’t receive any manufactured vaccine for its population

Federal agencies are asked to begin tracking employee health



Human Outbreak Overseas

Action Item #7

The Headquarters calls and wants to know what percentage of your current workforce has the ability to work from home?

Because of the nature of a pandemic, work at home or telework is a viable social distancing measure.

Are there plans in place to increase the amount of telework and work at home employees during a pandemic?

Has an assessment been done to see what the infrastructure will allow for considering the possibility of increased work at home and telework protocols.

Are there security concerns and if so, how are you addressing them?

Action Item #8

Headquarters calls and wants to know what social distancing techniques are being considered

Action Item 9

Your Contract workforce supervisor calls the Contracting Officer’s Representative, he has heard that the agency is planning for a pandemic and might require different working hours for the building population. He is concerned and request a meeting to discuss their current contract terms and conditions.

Are you prepared to discuss this issue?

KFEB - 4

Human to Human – Thailand, Cambodia & Austria

WHO has Elevated to Phase 6

US Public Health Service has been place on Alert Status

Cases of human-to-human influenza begin to appear in Thailand, Cambodia, Australia, and elsewhere in the region

The WHO declares Pandemic Phase 6 and the Federal Response Stage is raised to Stage 3

Isolated cases begin appearing in other countries



Human Outbreak Overseas (cont.)

Domestic emergency medical personnel plans are activated and hospitals begin to implement surge plans

National Disaster Medical System placed on Alert Status

U.S. Public Health Service placed on Alert Status

Medical Reserve Corp Units asked to roster volunteers

FEMA



Human Outbreak Overseas (cont.)

Action Item #10

An employee calls his supervisor and inquires about what his family would need to do and who to contact in the event of his death during a pandemic?

What is the agency’s policy when dealing with a death of a federal employee?

Action Item #11

Headquarters calls and wants to be sure we are prepared and have procedures in place to deal with large numbers of deaths related to a pandemic.

Does your agency’s bereavement policy address multiple deaths and notification protocols?

Action Item #12

Headquarters Public Affairs is calling its Regional Public Affairs Officers.

It wants to know what steps are being taken to ensure that the Federal Government is conveying the same message on awareness, preparedness and protection during a pandemic that the State and Local Authorities are announcing?

Continue employee education for infection control, social distancing, cough etiquette, and hand washing.

Review Sick Leave and Absentee Policies.

Require that all employees become familiar with agency pandemic plan.

Prepare and utilize cross-trained employees to increase staffing capabilities.

Hold a second work-at-home exercise.

Re-affirm Succession Planning among employees.

Remind staff to review family preparedness plan.

Consider evaluation of employee Risk Level and purchase of Personal Protective Equipment.

Re-affirm employee access to health-care, faith based resources, employee assistance; incorporate requirements of special-needs employees.

INTERLUDE - HOO

KFEB - 5

International Traveler – Sick arrives in KC from Seattle

CDC attempting to track down passengers

KC and Seattle Hospitals preparing for rush of flu victims

Traveler arrives in Kansas City from Seattle with what appears to be the human form of H5N1 flu virus

CDC attempts to track down other passengers



Human Outbreak North America (1st Case)

Publish relevant information for key stakeholders.

Continue employee education for infection control and social distancing. Cancel face-to-face meetings. Remind staff to stay home if ill.

Ensure that all employees have full information related to personal preparedness, employee assistance, health insurance, survivor benefits.

Reconfirm employee contact information.

Conduct regularly scheduled employee accountability and tracking reports

Encourage critical employees to regularly copy vital records needed to carrying out missions, store in a secure location or ensure accessibility from various worksites.

Monitor local and state guidance.

INTERLUDE - HONA

KFEB - 6

Local Communities acting independantly

Some Social Distancing measures – cancelling public events – closing scholls

GOVERNORS MO/KS urge local Mayors not to overact.

KS Medical Center –Closed biosciences lab, both KU and Univ of MO remain Open

STOP PLAY

A majority of school districts in the Kansas City metro area have closed schools due to the pandemic.

Anyone with children under the age of 15, please stand up.

WORKFORCE IMPACT !!!

KCMO and Independence close public schools



Human Outbreak North America (1st Case)

KFEB - 7

2-Weeks since 1st Case of Avian in US

Outbreaks reported in a Major US Cities

Trucking Resources short supply

Airline Industry in crisis

Commuters avoiding public transporation

Absentee Rate 20 40 percent

Shortage of Vaccine

All major cities reporting cases of the avian flu

Federal government response stage is increased to 5 indicating a national outbreak

Shipping resources are reduced and the air line industry begins to suffer from a shortage of passengers

Commuters avoid public transportation

Employee absentee rates rise significantly



Human Outbreak North America

Initiation of plan for carrying out agency mission with up to 40% absentee rate.

Consider safe-haven work sites and alternative work schedules.

Employees who continue to report to work must have their risk level assessed and addressed.

Employees still at work – aggressive infection control & social distancing.

Initiation of procedure to contact all employees daily.

Agency tracks and reports # employees working from safe haven, reporting sick, exposed, recovered and employee deaths.

Refer staff to county health department websites.

INTERLUDE - HONA

KFEB - 8

KC Public Schools and Day Cares Closes

Colleges Closed

Gas rationing - ATMs out of money

Drinking water – Non Functioning – Boil Orders issued

Action Item #13

Several Supervisors are reporting that a number of their employees are experiencing flu like symptoms.

They want to know what the policy is to make these employees leave the worksite?

Action Item #14

You are a member of management.

You overhear a fellow manager discussing an employee’s pandemic sickness with office workers.

Does this violate the Health Insurance Portability Accountability Act (HIPAA)?

Is this addressed in your pandemic policy plan under management education issues?

Action Item #15

The nurse’s office is beginning to administer anti-viral shots.

You have several contract workforce employee requesting shots.

Can you legally give contract workforce flu shots?

Action Item # 16

Several of your employees have called and are healthy but because of the gasoline shortages, they can’t get fuel for their vehicles to report to work.

They figure the Government Fleet may have better luck getting gasoline.

Can the Government provide transportation?

KFEB - 9

Outbreaks spreads uncontrollably through US

Deaths Sky Rocketed – 1.6 million, with at least 8,000 in KC

45% of Deaths - People between ages of 15 -0 35

150 Local Physician Dead

1200 Nurses Dead

Bodies in temporary burial sites

All schools, licensed child care centers, universities, and colleges are now closed

Most stores are closed, grocery stores are experiencing shortages and ATMs are out of money

Some places are without power



Human Outbreak North America

45 percent of flu-related deaths have occurred in people between 15 and 35 years old

Ban implemented on public funerals



Nation-Wide Pandemic

Action Item # 17

The President indicated in a recent National news report that there may be a need to activate any and all National Guard troops to help in the Federal Response to the Pandemic.

What impact will this have on your workforce?

Action Item 18

Headquarters calls. It wants to know the status of its employees.

Do you have any employees unaccounted for?

It wants us to report back ASAP on your notification efforts. Specifically, it is looking for numbers on employees contacted. Who has become ill or died. Who is taking care of ill family members? Who is refusing to come to work out of fear?

Action Item # 19

Due to the Pandemic outbreak, you have the majority of your work force currently working via telework.

The Agency LAN server is appearing to be unstable.

Do you have a backup server or do we need to acquire a new server?

Do we have a plan of action appropriately identified in your COOP Pandemic Disaster Recovery Plan?

Action Item 20

An employee calls his supervisor and has heard that Personal Protective Equipment (PPE) can help prevent the spread of disease in a pandemic.

He wants to know when he can expect to receive his PPEs? (i.e. Face Masks, gloves, etc.)

Action Item # 21

All employee midterm reviews were due yesterday.

Due to the new Employee Evaluation Input System, all successful and unsuccessful midterm reports must be entered by the end of the month.

All of your administrative support staff are home attending to sick family members.

How do you obtain additional manpower support?

Is your hiring policy and contact policy identified in your pandemic plan? How fast can you hire a temporary employee?

Action Item # 22

Headquarters call – It wants the Director to participate in an emergency conference call being conducted in 10 minutes. The Director’s Assistant is concerned because both the Director and his Deputy are no where to be found.

Headquarters insists that someone participate in this call?

What does your plan allow?

KFEB - 10

Governors in MO & KS Request Disaster Declarations

16 Other States – Request Disaster Declarations

295 KC Federal Workers have Died

Missouri and Kansas are seeking disaster declarations

St. Louis, Omaha and Topeka death rates are 0.5 percent

Kansas City death rate is 1 percent

295 federal workers in Kansas City have died from the flu




Action Item # 23

Gail Allen, KCFEB’s Local News Reporter is calling and inquiring how many people in your agency have died so far?

Rumors are out of control and she is just tying to get the facts.

Who are you going to have take her call?

Action Item # 24

Headquarters calls. It is sure that you will need more money as employee claims increase, under the Agency Pandemic Impact Compensation Policy, (i.e. evacuation pay, out of pocket expenses, etc.)

Does your agency have an employee Compensation Policy included in your pandemic plan?

Does your plan address: claim requirementsclaim adjudicationdetailed claim accountability reportingpayment process

Action Item # 25

Headquarters calls. It wants to make sure that all of your computer systems are online. Also, can we access all of your computer applications/systems via agency telework process?

Please provide a status report concerning these issues during this Pandemic outbreak?

Please respond to Headquarters’ ASAP.

Action Item # 26

Headquarters wants to know if your office has the ability to use secure communications methods during this Pandemic outbreak from your telework sites or other places in the field?

KFEB - 11

Millions of Americans have the virus

Medical Supplies depleted

Under third world countries crossing into Mexican & Canadian borders

Action Item # 27

A limited number of employees have reported to work.

They are asking for masks and specialized cleaning supplies to use in their work areas.

What is the Agency’s policy on providing this type of personal protective equipment?

Action Item # 28

Due to the Pandemic outbreak you have lost 50% of the computer (communications/systems/support) team due to illness.

Can you determine the impact this will have to your computer support functions?

This function must have support.

Is there a plan in place to address this type of situation?

Action Item # 29

Several angry employees are demanding that the building be closed and everyone be evacuated to a safe haven.

They are making this demand because the other federal tenants in the building closed. They are the only agency left in the building – WHY?

What do you do?

Immigrants are entering the country seeking anti-viral medicines and advanced medical care




KFEB - 12

Pandemic – EPIC PROPORTIONS

Domestic Airlines stopped most routes

Action Item # 30

Take your current number of agency employees who carry the title “Contracting Officer.” Two have become ill. Does your agency have a third contracting officer or a plan that addresses other resources to satisfy this personnel requirement?

Action Item # 31

FedEx is attempting to deliver packages to your local Agency site.

Your local office has been closed due to the Pandemic.

Your Service Providers were not informed of the closing. What should you do?

Action Item # 32

An employee call his local Human Resources department. He is concerned because his agency hasn’t equipped him for work at home. He knows that some of his co-workers are equipped for telework.

He has children in school, and if he can’t come to work because the schools and day cares have been closed, he wants to know if he can work from home and still get paid?

What is the Agency’s policy on this?

Action Item # 33

During this Pandemic outbreak, the workforce is experiencing an increased level of anxiety.

What is the workforce being told that can alleviate some of this anxiety? Where can the workforce go if anyone needs counseling? How are you communicating with the entire workforce during this outbreak period ?

Supply chains are unraveled

Domestic airlines have stopped most routes

Basic social services are failing nationwide




Action Item # 34

Two agency associates have passed away due to the pandemic.

What are the procedures on recovery of government owned property from an employee’s home?

Action Item # 35

Emergency Hiring is necessary to augment your agency’s workforce.

How can you bring new hires on quickly taking into account the new Homeland Security Presidential Directive #12 security requirements. (Before the pandemic it took 3 to 6 months to get employees cleared.)

Action Item # 36

One of your employees has already used the 12-weeks of leave without pay, allowed under the Family and Medical Leave Act of 1993, caring for sick family members during the height of the pandemic.

The employee is still unable to return to work. He has also exhausted all of his annual and sick leave.

The employee wants to know what other options are available to him so that he can continue to care for family members?

Action Item # 37

One of the assumptions taken at this Pandemic response stage, is that up to 40% of your staff may be absent for periods of two weeks or more at the height the pandemic wave, with lower levels of staff absent for a few weeks on either side of the peak.

At what point is devolution considered because of significant and sustained absenteeism of staff?

KFEB - 13

First time in months – GOOD NEWS

KC Health Dept informed us today the rate of mortality in KC has begun to decrease

Local Colleges and universities have begun to re-open

Still local businesses having difficulties

Federal Agencies in KC attempting to re-open

11,000 Died

Action Item # 38

Several employee have recovered and are wanting to return to work.

Will the Agency require a Doctor’s release before allowing personnel to report back to work?

Action Item # 39

How does your plan discuss the timely and orderly recovery from the pandemic and the resumption of functions and service, as well as preparation for subsequent waves?

Organizations are free to consider standing down and beginning the reconstitution process, without sacrificing preparedness measures or reducing their ability to perform essential functions

Devolution/dispersal of operations may still be required to continue some essential functions



Pandemic Recovery

Action Item # 40

What process or procedure do you have in place to capture lessons learned and best practices?

HOTWASH

Participant Questionnaire (in your Handout)

Strengths

Weaknesses

Best Practices

HOTWASH

Thank you for your participation

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Continuity of Operations (COOP) Pandemic Flu Tabletop Exercise

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