Planning Exercises

SpillConsult uses a project management process for the development of exercises, with a strong emphasis on consultation, to ensure clients' objectives and expectations are met. We recognise the need to be completely adaptable to an organisation's aims, key performance indicators and their support needs. We find many of our clients run major exercises infrequently, so often need advice on how to enhance the exercise or avoid the pitfalls.

SpillConsult's exercise planning approach is laid out below, this is a flexible and scalable process that we have used successfully for small (half-day duration, with tens people) and large exercises (multi-day duration, with hundreds of people).

Planning Exercises

  • Exercise Approach: Phase 1 - Preparation and Planning

    Initial Setup

    The initial planning phase is the key to any successful project. SpillConsult setup an initial kick-off meeting (telecom) to discuss the concept development. This is where key considerations are discussed, these will then be used to define the scope and need. Items that will be examined may include:

    Internal and/or regulatory requirements – level of involvement

    Scope and goal (these will drive the objectives development)

    Response plan(s) involved

    Duty role(s) involved

    Any stakeholder involvement

    Scenario (if applicable) extent and size

    Exercise location (if applicable)

    Timings (date. length etc.)

    Following the kick off meeting, the following will be developed and provided for approval:

    Delivery timeline (including deliverable dates)

    Goals and draft objectives

    Draft structure of exercise

    Draft incident scenario - including location, weather and timing (if applicable)

    Role-player requirements - internal and external (if applicable)

    Support documentation required to be provided to SpillConsult

    Once the above has been agreed, SpillConsult will start the exercise development.

    Project Development

    The outputs of the initial phase (objectives, scenario and timeline) will drive the main development. This segment of work takes the most amount of time and is compiled at SpillConsult’s offices, with regular telecom consultation with your organisations planning team, as defined in the delivery timeline. All exercise material is circulated to your company for pre-approval.

    One of the Exercise Management System (EMS), advantages is that it allows injects to be linked clearly to defined objectives and key learning outcomes, as well as being easily shared for discussion, edit and review. This process will be introduced early on in any exercise development.

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  • Exercise Approach: Phase 2 - Delivery

    For the exercises delivery, the pre-defined SpillConsult Subject Matter Experts will travel to arrive at location at least the day prior to the project commencing. This will be to setup the room (if required) and make any final amendments with your companies planning team.

    In a half-day initial response exercise, the directing staff (or SimCell) will be made up of an Exercise Director plus a technical member of staff, both act as role players for the various stakeholders (as determined) and feed in injects, as required. In a larger exercises the team will be made up of Exercise Director, the pre-defined SMEs to act as role-players and any coaches required.

    The Exercise Director would thoroughly brief the SimCell technical team (internal and external) before the beginning of the exercise, to ensure all are aware of theirs and others roles. All members of SimCell would have access to (and be trained on) the Exercise Management System (EMS), with their own unique login, so individuals’ activity can be tracked and followed up, as needed.

    For an exercise a room, close to the exercise location, with multiple phone lines and internet access will be required for the SimCell. A white board, projector and access to relevant maps and plans is also be desirable.

    At the beginning of the exercise, the Director will present the exercise instructions to the participants, which will include – exercise conduct, contact details for SimCell and any required background. The Director will manage the exercise as needed, giving guidance to role players and participants as required. Immediately after the exercise, the Exercise Director will chair a ‘hot wash’ with all exercise participants, SimCell and observers. This will utilise the immediate outputs from the EMS as a guide.

    At the end of an exercise participants will be encouraged to complete a feedback form, which enables a rounded review of the exercise and will capture potential future training and exercises needs.  

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  • Exercise Approach: Phase 3 - Reporting

    Immediately following an exercise, SpillConsult would start to compile the report, using the various outputs to ensure all the information is comprehensively captured. These outputs will include lessons learnt, observations and recommendations collated from the Exercise Planning Team, SimCell, assessors, observers and coaches. Outputs will be download from the Exercise Management System (EMS), which will then be merged to form a timeline of exercise activities – events and reactions to injects. This raw data is also available to your company. In addition, further comments will be sought during any post exercise debrief.  

    Report Compilation

    The report will be written by a member of the SimCell and will include a summary of the objectives, scenario and timeline. As well as the recommendations and lessons identified from the exercise.

    Prior to submission, the report goes through a SpillConsult internal review cycle, in line with ISO 9001 processes, where it will be reviewed for technical and quality content before approval. 

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