Process management

3.2.1. Organization for the preparation of an exercise

A typical exercise preparation organization is shown in Fig. 1. The exact structure and number of people involved depend on the scope of the exercise. The functions and associated roles presented are common to any exercise. The exercise director would ensure that responsibilities are clearly assigned.

The members of the exercise preparation organization would not become players during the exercise.

Some, if not all, of the members of this organization, will most likely be part of the core group for the control and evaluation of the exercise (although this is not a requirement).

FIG. 1. Typical organization for the preparation of an exercise.

3.2.2. Exercise management committee The exercise management committee consists of:

— An exercise director;

— A lead controller and a lead evaluator;

— Representatives from major stakeholders.

The exercise management committee would consist of senior decision makers and planners from key participating organizations as well as regulators. The chair of the exercise management committee is normally the exercise director.

This exercise management committee is responsible for:

— Developing the exercise specifications;

— Developing the exercise evaluation criteria;

Exercise director

Exercise management

committee

Scenario/data developement

team

Evaluation and

control teams Logistics Public affairs International aspects Development actions

group

— Developing the guide for controllers and evaluators;

— Developing the guide for players;

— Managing the process described in Section 3.1;

— Selecting the scenario development team and assigning all major functional responsibilities within the exercise preparation organizations;

— Periodically reviewing the exercise scenario manual to ensure that it remains consistent with the exercise specifications;

— Determining the extent of international participation;

— Approving the media strategy;

— Selecting the exercise controllers and evaluators;

— Approving the presence of observers.

3.2.3. Development actions group

In some countries, there are major initiatives under way to improve their ability to respond to a nuclear security eventat the national level. Often, these programmes benefit from international assistance. The improvement programmes may be subject to schedules and constraints that involve several organizations and agencies. It is important to ensure that the programme schedules, objectives and tasks are well coordinated with any planned major nuclear security exercise. This coordination is the responsibility of the development action group, established for the exercise. This group is responsible for maintaining liaison with the national organizations and individuals in charge of the other major programmes.

3.2.4. Exercise scenario/data development team The exercise scenario development team comprises:

— Persons from the organizations responsible for transport security and contingency planning;

— Technical specialists with a thorough knowledge of the relevant plans as well as the operational and security arrangements;

— Other representatives from the participating authorities, as appropriate.

This team would involve people from all functional areas being exercised. Proper coordination of input and knowledge of plans and procedures will be key to ensuring that the exercise remains realistic.

It is essential for one person to be given overall responsibility for the preparation and organization of the exercise scenario. This person must have a thorough knowledge of the relevant transport security and contingency plans, and be familiar with the area of the exercise and its surroundings.

Representatives from other groups may, and would, help by providing inputs for their respective parts of the scenario, but the responsible person must coordinate and consolidate all inputs to ensure that there are no conflicts and that the exercise objectives can be met.

The scenario development team is responsible for the development and validation of the exercise scenario and exercise data in accordance with the exercise specifications. Those specifications are described in detail in Section 5.Scenario and exercise data development are dealt with in Sections 6 and 7.

3.2.5. Exercise evaluation and control

Although each team has key responsibilities, the evaluation and control team will work to develop templates for controlling and evaluating the exercise in accordance with each participating organizations’ needs. Exercise controllers will plan and manage exercise play, set up and operate the exercise incident site, and possibly take the roles of individuals and agencies not actually participating in the exercise. Controllers direct the pace of exercise play, provide key data to players and may prompt or initiate certain player actions and injects to the players.

Each organization would consider developing evaluation criteria that target critical tasks for exercise objectives, and core capabilities which will enable evaluators to capture structured and unstructured data regarding exercise performance.

3.2.6. Logistics

The logistics function can be carried out by a team or assigned to an individual member of the exercise management committee or support staff, depending on the scope of the exercise. Logistical preparations include:

— Making hotel reservations or arranging other accommodation;

— Reserving conference room workspace, which is required for the entire exercise control and evaluation team the day before the exercise, and for the evaluators following the exercise;

— Obtaining supplies (do not expect that controllers and evaluators will bring their own supplies);

— Arranging proper transportation;

— Organizing communications for the controllers and evaluators;

— Obtaining safety equipment;

— Providing identification badges;

— Producing and distributing hardcopies of the scenario, guides for controllers and evaluators, and guides for players.

Transportation to and from the site must be addressed. This is particularly important for exercise team members who would travel with the players.

It is necessary to ensure that radio frequencies used by exercise controllers and evaluators are distinct from those used by players or emergency services. The list of telephone numbers and radio frequencies to be used by controllers would be available and distributed in advance. All numbers and frequencies would be tested one day prior to the exercise.

It is necessary to determine, ahead of time, who will need special protective equipment wherever safety requirements are in place.

All controllers and evaluators would wear some sort of identification. This could be a vest, armband, badge or a distinctive hat.

It is important that spare copies of the exercise instructions be brought to the briefing the day before the exercise.

3.2.7. Public affairs

The public affairs team is responsible for:

— Formulating the strategy for dealing with the real media leading to and during the exercise;

— Assisting the exercise director in his/her duties as official spokesperson;

— Leading the preparation of a media simulation cell for the exercise, if it is required in accordance with the exercise objectives.

3.2.8. International liaison team

The international liaison team is responsible for:

— Maintaining liaison with other participating countries and international organizations;

— Developing agreements on the international objectives and exercise specifications with other participating countries and international organizations;

— Ensuring that the national scenario and the international objectives and specifications are consistent.