In partnership with:
Emergency
telecommunications
table-top
simulation guide
ITUPublicationsThematic reports
Published in Switzerland
Geneva, 2020
International Telecommunication Union
Telecommunication Development Bureau
Place des Nations
CH-1211 Geneva 20
Switzerland
9 7 8 9 2 6 1 3 0 3 6 1 7
ISBN: 978-92-61-30361-7
Emergency telecommunications
table-top simulation guide
In partnership with:
Acknowledgements
This guide and associated toolkit were prepared by the international expert Anna Young,
under the direction of the Environment and Emergency Telecommunications Division (EET) of
the International Telecommunication Union (ITU) in close collaboration with the Emergency
Telecommunications Cluster (ETC).
ITU and ETC would like to warmly thank those who contributed to this guide, including
members of the ETC, in particular Ria Sen (Global ETC Preparedness and Resilience Officer),
Joseph Burton (Counselor for Technology and Security Policy, US Department of State) and
Hlekiwe Kachali (ETC Coordinator for Pacific Islands, WFP).
ISBN
978-92-61-30351-8 (Paper version)
978-92-61-30361-7 (Electronic version)
© ITU 2020
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iii
Table of Contents
Page
1. Introduction ................................................................................................ 1
2. What is a simulation exercise?.................................................................... 2
3. How to conduct a simulation exercise ........................................................ 5
Phase 1: Plan .............................................................................................. 5
Phase 2: Design and set up ........................................................................ 8
Phase 3: Implementation ........................................................................... 11
Phase 4: Follow up ..................................................................................... 12
Acronyms ............................................................................................................ 14
Annex 1: Toolkit table-top simulation exercise .................................................. 15
Annex 1.1: Concept note ............................................................................. 15
Annex 1.2: Budget template ....................................................................... 18
Annex 1.3: Planning checklist...................................................................... 19
Annex 1.4: Master scenario and inject guidance ........................................ 22
Annex 1.5: Inject matrix template .............................................................. 27
Annex 1.6: Example PowerPoint presentation ........................................... 34
Annex 1.7: Guidance for table-top simulation facilitators ......................... 44
Annex 1.8: Activity sheet template ............................................................. 47
Annex 1.9: Action plan template ................................................................ 48
Annex 1.10: Evaluation ............................................................................... 50
Annex 2: Additional sample resources for Getonia (fictitious island) ................ 53
Annex 2.1: Inject matrix (Getonia example) ............................................... 53
Annex 2.2: ICT country profile (Getonia example) ..................................... 63
Annex 2.3: ICT standard operating procedures (Getonia example) ........... 65
Annex 2.4: Country overview map (Getonia example) ............................... 70
Annex 2.5: Impact overview map (Getonia example) ................................ 71
Annex 2.6: Zoom impact overview map (Getonia example) ...................... 72
Annex 2.7: Pre-coverage map (Getonia example) ...................................... 73
Annex 2.8: Post coverage map (Getonia example) ..................................... 74
Annex 2.9: Response plan template (Getonia example) ............................ 75
Further reading ................................................................................................... 78
1
1. Introduction
This guide has been designed to assist ITU Member States and stakeholders working on
disaster management and disaster risk reduction at a national level, to plan design and
conduct table-top simulations that test and refine emergency telecommunication plans and
policies and verify whether networks, redundant communications capacity, personnel, and
other telecommunication systems are in place. These activities increase preparedness when
disasters strike.
This guide will help the emergency communications sector of Member States to create a
contextualized and country specific simulation. It outlines the key steps and phases of
planning, designing, conducting and following up of an emergency simulation exercise
(see Figure 1).
All relevant material to complement this guide, including sample materials from previous
ITU-ETC simulations is included in the annexes.
Annex 1 contains the toolkit documents such as templates, checklists and guidance to assist
in running a simulation.
Annex 2 contains examples of simulation resources from previous exercises.
Annex 3 contains an additional list of resources for further reading and reference material.
2
Figure 1: Steps of a table-top simulation (TTX)
Source: ITU
2. What is a simulation exercise?
In the context of this guide, a simulation is an exercise that replicates selected aspects of an
emergency operation. It is a fictitious disaster scenario that allows participants involved in
emergency responses to rehearse procedures, identify gaps and test plans, in order to
enhance skills and knowledge and strengthen preparedness.
1
A simulation serves as a
preparedness action, and is best run when mechanisms are in place such as coordination
structures, supporting policies, and plans.
This guide focuses on desk-based simulation exercises where small groups are expected to
react to a disaster scenario and resolve presented problems. Participants build an
understanding of the systems, policies, procedures, resources and structures in place to
support emergency responses. Through a debrief process at the end of the simulation, they
are also able to identify gaps and issues to be addressed through preparedness measures.
A simulation exercise usually takes 3-5 hours and is relatively easy to organise.
Selecting the type of simulation exercise will depend on the objectives and the resources
available for planning and conducting the exercise. While this guide focuses on table-top
simulations, examples of the different types of exercises are highlighted in Table 1, in order
of complexity.
1
See also the World Food Programme Emergency Preparedness and Response Package (EPRP)
Simulation Guide. https://executiveboard.wfp.org/meeting/95
3
Table 1: Types of simulation
Type
Description
Key characteristics
Planning considerations
Drill
An exercise that aims to
practice one component of a
response, such as a
notification or the use of a
piece of equipment.
• Can include repeated
practice of the same
action.
• Can include use of
equipment.
• Less than 1 day.
• Can take up to a month
dependent on the
deployment of equipment
and complexity.
Table-top
exercise
(TTX)
Discussion-driven group
exercise that allows
participants to work together
to resolve issues and answer
questions.
• Desk/room-based.
• Generally informal in
nature and relatively
easy to implement.
• Run over 3-5 hours.
• Involves groups
working to resolve
problems or provide
answers to questions.
• Cost effective.
• Preparation time of up to
4 weeks.
• Generally, no equipment
and/or deployment
needed.
• All activity can take place
in one room.
Functional
exercise
An interactive simulation that
exercises multiple functions of
an organisation or
government response plans.
• Time-pressured and
realistic scenario.
• Can be run over half a
day up to several days.
• People and equipment
are not deployed.
• Requires experienced
facilitators.
• Two months to a year to
plan, depending on size
and complexity.
Field
exercise
A full-scale exercise that
simulates real emergency
events as closely as possible
and tests most functions of an
emergency response plan
• Includes the
mobilization of
personnel and
equipment.
• The most realistic of
simulation types.
• Can be run over half a
day up to several days.
• Expensive and time
consuming to run.
• A year or more to
prepare.
4
Figure 2: Represents the level of realism in relation to the level of challenge and time to
prepare for the different simulation types
Source: ITU
Simulations are an effective tool to assist organisations and government agencies in
preparedness planning and capacity building. In the context of emergency
telecommunications, simulations can be designed to:
• Test national and local strategies, protocols and frameworks on the use of
information communications technologies (ICTs) for disaster response.
• Increase the understanding of telecommunication regulations and its crucial role in
disaster response.
• Identify gaps and challenges that can be addressed through preparedness in the
emergency telecommunication sector.
• Increase understanding of response mechanisms.
• Practice national/interagency contingency plans and/or local-specific plans in
emergency preparedness and response.
• Test new policy, procedures or equipment before incorporation into national plans.
• Test the roles and responsibilities of key stakeholders in disaster preparedness and
response, including communities, provincial and national government, customs
organisation, the private sector, national response agencies, local and international
NGOs, civil protection, UN agencies.
• Test the national disaster response coordination mechanism, and its coordination
with other clusters at the regional level.
5
• Assist national, provincial, and district response management staff in their roles and
responsibilities in the use of ICTs for disaster management, with a specific focus on
the response phase.
• Build an understanding of government structures and/or coordination, cooperation
and communication between government and the humanitarian
community/organizations present in the country.
• Consider emerging risk(s) in the emergency telecommunication sector, and test
coordination and information sharing among the ICT private sector.
• Identify whether proper mechanisms, systems and resources, including early warning
systems, are available in-country and at regional and global level, to support the use
of different ICT platforms and technologies for a large-scale emergency response.
• Contribute to cross-sectoral relationship building, both within the national
government and between other key stakeholders.
• Apply lessons learnt and consolidate best practices identified during the simulation
exercise and identify next steps to enhance preparedness for future disasters.
3. How to conduct a simulation exercise
This section outlines the key steps in conducting a simulation exercise. Four main phases have
been identified:
• Phase 1: Plan
• Phase 2: Design and set-up
• Phase 3: Conduct
• Phase 4: Follow-up and results
Phase 1: Plan
Step 1.1 Initiate
The desire and commitment of a government agency or interested organisation at senior
management level to lead in the planning and running of a simulation should be the starting
point for undertaking a simulation exercise. This agency should then engage with cross-
sectoral partners from the government, private sector, humanitarian organizations, and other
stakeholders involved in disaster management, in order to plan and conduct the simulation.
This agency should also assemble a facilitation team to be responsible for the planning,
design, conducting, and follow up of the simulation. This team may include representatives
from different agencies.
Step 1.2 Determine objectives
When planning an exercise, objectives must be clearly defined, as these are the foundation
for the development of the simulation. This should be done in consultation with the key
stakeholders.
The key questions that need to be answered and articulated in the objectives are:
• What do we want to achieve through running a simulation?
• What are we trying to test or practice?
6
• What are the areas that need strengthening?
• Who will conduct the simulation?
Step 1.3 Identify participants
To help determine the number, functions, and roles of participants of the simulation, the
following questions may be considered:
• Who needs to be in the simulation to meet the objectives?
• Who handles the functions to be tested?
• Who has a relevant role?
• Is there participant diversity: i.e. in terms of gender, age, ethnicity, and experience?
Participants should be included from all relevant sectors and should be selected based on
their ability to contribute to and meet the objectives of the simulation.
Participants will be expected to have relevant roles during the exercise, and it is important to
ensure that participants are in a position to make decisions during the simulation and to
consider potential preparedness/mitigating actions afterwards.
Table 2: Potential participants
Sector
Agency/Organisation
Government
Ministry of ICTs or agency responsible for
telecommunication policies, including spectrum allocation or
network outage reporting
Telecommunication regulatory authority
National disaster management organization or civil
protection authority
Ministry of transport
Ministry of foreign affairs
Customs and immigration organization
Meteorological organization
Military
Telecommunication/ICT/
media/electricity
providers (private and public)
Mobile network and service providers
Fixed telephone service providers
Internet service providers
Satellite service providers
Broadcasters (TV and radio)
National power providers
National and International humanitarian
agencies and civil society
National non-government organisations
International non- government organisations
UN organisations
National Red Cross Society, International Committee of the
Red Cross and International Federation of Red Cross
Civil society
7
Step 1.4 Draft concept note
The concept note serves as an introduction to the exercise for key stakeholders involved in
the planning process and helps to ensure that all stakeholders are clear on the expectations
for the overall exercise. A concept note should be developed and include the following
components:
• background and context;
• simulation objectives;
• scenario and scenario timeline;
• participants.
Step 1.5 Allocate budget and resources
Consideration needs to be given to the people who are required to run the simulation, as well
as associated costs, resources, and location. A budget should be created to support the
running of the simulation. The budget may be supported by more than one organisation.
Step 1.6 Create planning timeline
A timeline for delivering the exercise should be created that will consider the duration of the
planning process, the time the simulation will take, and the period for following up. This should
include all other required activities to successfully conduct and complete the simulation, such as
identifying and nominating a team leader or responsible person.
Step 1.7 Organize facilitation team
A core facilitation team should be established. The key responsibilities of the organizing team
include:
• Determine objectives of the exercise.
• Draft and gain approval of the concept note.
• Develop simulation materials including scenario and injects (information used to
manage the speed and direction of the exercise see Phase3, Step 2.2).
• Ensure adequate resources are available.
• Oversee planning and management of the logistics, administration, finance, and
other related issues.
• Identify and invite participants.
• Train participants in advance, providing plans, policies and other materials that will
be relied upon (tested) in the simulation, if needed.
• Ensure collaboration with key stakeholders throughout the process.
ANNEX 1.1 CONCEPT NOTE TEMPLATE
ANNEX 1.2 BUDGET TEMPLATE
ANNEX 1.3 PLANNING CHECKLIST
8
A simulation should include some of the following functions:
• Team leader: Responsible for the overall planning and implementation of the
simulation.
• Facilitator: Oversees the exercise on the day of the simulation. It may be that the
facilitator is also the team leader.
• Technical advisor(s) subject matter experts: These may be needed in order to assist
with the master scenario.
• Logistic support: Logistic and administrative requirements.
• Co-facilitators: Assist the facilitator.
• Role players: Where necessary.
The core organizing team is responsible for designing the simulation, under the guidance of
the team leader. The team may be composed of three to five persons, but this may vary
depending on the scale of the simulation exercise. It is possible to arrange a simulation with
only one or two people, remembering that consultation with stakeholders is needed to ensure
the content is appropriate and will meet the planned objectives.
Ideally, preparations should begin, at least four weeks prior to the simulation exercise. The
preparation time can vary depending on the scale, scope and complexity of the exercise. The
level of expertise and prior experience with organizing and running simulations will determine
how many work-hours will be needed for organisational purposes.
Step 1.8 Invite participants
Participants should be nominated at least one month in advance of the exercise. If necessary,
a contact person for accommodation and special support should be appointed. The
communications to participants should include a logistics note, a concept note for the
exercise, and any other relevant background information needed, including any current plans
or policies if they are to be tested.
Phase 2: Design and set up
Phase 2 is about designing, developing, and creating the supporting documents to inform and
guide the exercise. It also includes the preparation of the simulation logistics outlined in the
planning checklist.
Step 2.1 Master scenario
The master scenario is the narrative of the disaster event(s) and impact, which are simulated
during the exercise. For a table-top exercise, the master scenario does not need to be
extremely detailed but should provide a description of the events that unfold throughout the
duration of the scenario. This should include information on affected critical infrastructure
such as telecommunication networks and services, roads, and population.
If relevant to the objectives, the master scenario should also cover information on the
response by the government and international community, as well as information on major
humanitarian needs. It should describe how the scenario changes over time, including any
ANNEX 1.3 PLANNING CHECKLIST
9
changes to the above elements. If simulating different phases of the response (i.e. early
warning, preparedness or response) and days (i.e. two days before the disaster, the day of
the disaster, and 1 week after the disaster), then the master scenario needs to be broken
down into the different phases, with relevant information added to support and explain these
‘time jumps’.
Step 2.2 Injects
Injects are anything given by the facilitation team to the participants during the simulation.
Injects are used to progress the scenario and generally have two functions:
1. To provide information about and evolve the scenario for participants (i.e. news
reports, situation reports, maps or announcements from the government).
2. To prompt a response (i.e. call a meeting, provide information in response to a
question).
Injects can be written (email, SMS, reports, documents), presented face-to-face, over the
phone, video, and via audio announcements. In addition to simulating requests from
national/regional/international levels, as well as field level requests, injects should simulate
responses from and to stakeholders not participating in the exercise.
In order to have the desired impact during the simulation, an inject needs to be well thought
through and linked to the simulation exercise objectives. There should be an understanding
of what the expected outcome of each inject should be, and how participants might react to
it.
During emergencies, there are procedures to follow. It can be useful to have relevant
organizational or agency procedures, telecommunication regulations or other standards on
hand in order to practice the application of these elements. Putting these elements to the
test during the simulation will show whether they adequately address particular needs.
An emergency alert to the public can be included as an inject in a simulation. The emergency-
alert inject may convey key facts such as the type and location of the emergency, the response
time and degree of emergency, as well as expert advices and actions people should take.
Emergency alerts should be in Common Alerting Protocol (CAP) format
2
. Once the alert is
ready, make the simulation inject by saving the alert text as a ".xml" file.
To assist in the development of the master scenario and the creation of relevant injects, a
guidance document is included in the annexes (see annexe 1.4). Injects can be developed and
2
A free tool for making a CAP alert can be accessed at https://cap.alert-hub.org. For each country listed, there is a link in
the Editor tool column. Clicking the link will lead you to the initial setup page “This tool is for composing alerts in CAP
format. If you are in the role 'approver-cap' you are authorized to publish CAP alerts. If your role is 'composer-cap' you
can create draft CAP alerts but you cannot approve and publish a CAP alert. If you are not in either of the two roles, you
cannot use the CAP Editor tool.” Clicking the Guest button gives access to setting up a test or exercise alert. A brief guide
to the CAP Editor tool is available https://www.preparecenter.org/ht/resources/cap-editor-operations-guide.
FACILITATOR NOTE: The master scenario is for the use of facilitators only and should
not be shared with participants. Injects (described below) are used to create and
progress the scenario for participants.
10
recorded in an inject matrix (see annexe 1.5) to ensure they support and correspond with the
events described in the master scenario. This can ensure that there are adequate numbers of
injects to meet the objectives and is a helpful tool to refer to when conducting the simulation.
Step 2.3 Logistic requirements
Ensuring logistic and administrative requirements are in place well in advance is critical for
the success of a table-top simulation exercise. Within the simulation exercise organizing team,
there should be a dedicated focal person for administrative and logistic matters. This team
member should factor in the items required by participants and the facilitator. The health and
safety of all participants during the exercise is also an essential logistic and administrative
requirement of the simulation exercise.
Prior to the simulation any documents for participants should be sent via email, with
adequate time for participants to review them. If necessary, a training session reviewing the
relevant policies and regulations can be conducted in advance.
Step 2.4 Facilitator briefing
Prior to the start of the simulation, a short briefing with the facilitators should be undertaken.
Ideally this should take place the day before the simulation exercise starts. This time should
be dedicated to ensuring that facilitators and other team members understand their roles
and responsibilities, and how the simulation will unfold. It can be helpful during this briefing
to run through the PowerPoint presentation in annex 1.6.
Step 2.5 Set up and administration
Setting up the simulation exercise is critical. Key documents should be prepared in advance,
along with the room so that teams can work together around a table. There should be no
more than eight people per group. Facilities such as Internet, audio and video connections
should also be tested in advance, and possibly, a test-run of the actual proceedings should be
undertaken to catch any glitches in advance of the simulation exercise.
ANNEX 1.4 MASTER SCENARIO AND INJECT DESIGN GUIDANCE
ANNEX 1.5 INJECT MATRIX
ANNEX 1.6 EXAMPLE POWERPOINT PRESENTATION
11
Figure 3: Example room set up for four working groups
source: ITU
The simulation exercise facilitator or team leader can arrange either a separate room for the
facilitation team or a separate table in the room with all other participants.
Phase 3: Implementation
Step 3.1 Participant briefing
The simulation exercise facilitator should brief participants when the simulation begins. This
should include an explanation of how the exercise will run, what is expected of participants
and the objectives. It should also outline the expected timeline including a debrief at the end
of the simulation exercise to reveal what has been learnt and to identify future actions. Other
logistic information should also be provided at this juncture such as emergency exits and
coffee or lunch break times. It should also allow participants to ask questions and seek clarity
prior to the start of the simulation exercise.
Step 3.2 Facilitation and exercise management
The facilitator oversees the running of the exercise, this includes supporting co-facilitators,
ensuring injects are delivered, managing the speed and progression of the exercise and
facilitating the discussions at the end of each inject discussion. To assist the facilitator in the
running of the simulation, additional guidance can be found in annex 1.7.
Projector
Grp1
Grp2
Grp3 Grp4
FACILITATOR NOTE: Remind participants that despite being assigned to
a working group there will be opportunities to hear from and feed into
the work of other groups
ANNEX 1.7 GUIDANCE FOR TABLE TOP SIMULATION FACILITATORS
12
Step 3.3 Debrief
Once the simulation is complete, sufficient time should be given to holding a facilitated
debrief session. Debriefing is critical to extract the lessons learnt and embed the learning after
a simulation. Debriefs should allow the opportunity for individual, team and full group
reflection. Participants should provide their feedback before facilitators provide theirs and
care must be taken to ensure that this is a positive and supportive process. Participants should
be encouraged to freely identify gaps, what went well, and what needs to change to ensure a
higher level of readiness.
A key output of the debrief process is the identification of activities to be taken forward based
on lessons learnt during the simulation exercises. Recommended activities should be
recorded in a draft action plan (see annexes 1.8 and 1.9).
Sufficient time should be allocated for the debrief. Generally, at least 20 per cent of the overall
time spent on the simulation exercise should be dedicated to debriefing. To assist with
designing and running debriefs, guidance is included in the annex 1.7.
Step 3.4 Evaluation
At the end of the simulation and debrief, participants should be given an evaluation to
complete. This can be through a printed form or an electronic questionnaire. Feedback from
participants on the simulation should contribute to the improvement of future simulations.
Phase 4: Follow up
Step 4.1 Recommendations for action
During the post-simulation debriefing, participants will help to improve and further elaborate
the action plan, which includes assigning a responsible agency/person along with the timeline.
Where possible, these improvements and changes to actions should be integrated into the
work and planning of current bodies engaged in emergency response and action such as the
national ETC Working Group.
Additionally, after the simulation is complete the facilitation team should consider what went
well and what went less well during the simulation and what can be done to improve future
simulations. These recommendations, as well as feedback from participants should be
reflected in the table-top simulation exercise report.
ANNEX 1.8 ACTIVITY SHEET TEMPLATE
ANNEX 1.9 ACTION PLAN TEMPLATE
ANNEX 1.7 GUIDANCE FOR TABLE TOP SIMULATION FACILITATORS
ANNEX 1.10 EVALUATION TEMPLATE
13
Step 4.2 Draft table-top simulation exercise report
After the completion of the simulation exercise, a short report should be drafted outlining the
simulation objectives, process, action list and any other recommendations generated through the
simulation and post-simulation debriefing. This report should also include suggestions of how to
improve future simulations. Where possible, the report and the results of the action list are tracked
and shared.
Table-top exercises and other simulations should be scheduled regularly in order to
encourage a culture of learning, sharing of experiences, and improvement.
14
Acronyms
EPRP
Emergency Preparedness and Response Package
ETC
Emergency Telecommunications Cluster
ICT
information and communication technologies
ITU
International Telecommunication Union
SIMEX
Simulation exercise
TTX
Table-top simulation
WFP
United Nations World Food Programme
15
Annex 1: Toolkit table-top simulation exercise
Annex 1.1: Concept note
Introduction
The TTX concept note is a document that clearly defines the exercise being undertaken and
should be agreed upon by the partners involved in organising the TTX. It should include the
purpose, scope and objectives of the exercise and provide an overview of the scenario,
participants and facilitators.
Concept note template
Title: Concept note for [NAME] table-top exercise
[COUNTRY]
Date of exercise: [DD/MM/YYYY]
1. Background and context
Provide some brief background information on the planned exercise, including the rationale
for undertaking it, the type of exercise as well as when and where it will be conducted.
Example content:
The simulation is to take place on (ENTER DATE) at (ENTER LOCATION) from 8.30am until 1.30pm and will include
a 1.5 hour debrief.
The (INSERT AGENCY) recognises that given the rise in the number of people affected by disasters around the
world, having timely, predictable and effective information and communication technologies (ICT) and services
are critical to saving lives and increasing resilience. To that end, (INSERT AGENCY) has initiated this simulation in
collaboration with (INSERT PARTNERS) to allow key ICT stakeholders to identify, discuss and prioritise key
preparedness activities to be undertaken prior to the upcoming cyclone season.
The simulation will be run as a table-top exercise and will be based on the scenario of a tropical cyclone. The
scenario will cover a period of approximately four days, from prior to the cyclone (preparedness) to two days
after the cyclone has made landfall (response).
2. Simulation objectives
Provide the specific exercise objectives. It is important that these objectives are clear and
achievable. For a TTX, it is prudent to limit your objectives to no more than three given the
limited time available.
16
Example content:
• To highlight the importance of having in place ICT strategies and policies that need to be implemented at a national level
to reduce the impacts of disasters (e.g. National Emergency Telecommunication Plans and procedures)
• To demonstrate the importance of regulators and ICT decision-making authorities for disaster management at a national
and local level
• To raise awareness of the need for inter-agency coordination throughout the disaster management cycle
• To highlight the need for clear coordination structures and engagement between government authorities and other
humanitarian actors involved in decision-making processes, including the ICT private sector
• To highlight the importance of having a clear process for dissemination of emergency alerts and warnings to the public
using different technologies (e.g. Common Alerting Protocol (CAP), SMS, cell broadcast, broadcast television and radio,
siren, social media)
• To demonstrate that preparedness efforts can improve response effectiveness.
• To showcase the value of monitoring and early warning to support informed decision-making.
• To highlight the importance of emergency telecommunication systems and services that allow communication between
key stakeholders, using different technologies such as satellite, mobile, radio, and other low-tech systems
• To demonstrate the criticality of effective end-to-end early warning systems, and the precise flow of risk information from
the initial stage of issuance of an alert to first-responder action on the ground
• To highlight the roles of the other key stakeholders involved in the disaster and emergency management cycle (e.g.
telecommunications line ministries, national disaster management offices, mobile network operators, satellite providers,
technology providers, etc.)
3. Simulation scenario
This section should include the below elements:
• Type of emergency
• Date/time of emergency
• Location of emergency
• Extent of impact
The scenarios should be relevant and credible and based on your country context.
Example content:
The exercise will use a scenario of a tropical cyclone that makes landfall at (INSERT LOCATION). It will cover a
simulated period of four days from preparedness (from 2 days before) to the response (2 days after).
The scenario will include elements of widespread disruption and destruction to key telecommunications
infrastructure and power (both government and private sector owned) and will affect approximately 60% of the
country.
17
4. Participants
Provide an outline of the types of stakeholders that will be participating in the TTX.
Example content:
This simulation will bring together key decision makers from ICT regulatory bodies, the ICT private sector,
policymakers, humanitarian organizations, disaster management offices, and other key stakeholders at national
level.
5. Facilitation team
Include a list of the names and roles of those people on the facilitation team.
The table below sets out the possible composition of a TTX facilitation team.
Function
Name
Organization
Main responsibility
Team Leader
Responsible for the overall planning and
implementation of the TTX
TTX controller
Oversees the exercise on the day of the
simulation (may also be the team leader)
Technical advisor
Provides technical guidance in the design,
running and debrief of the TTX
Logistic support
Provides administrative and IT support
Co-facilitators
Assists the TTX controller as needed
Role player
Used to deliver injects, if applicable
6. Budget
Include how the cost for the TTX will be covered.
Example content:
Example of cost discussion
(ENTER AGENCY NAME) will cover all simulation-related expenses (venue, catering, stationery, equipment, etc.),
including the related costs of the facilitators and participants (travel, DSA). A detailed budget has been completed
using the template in the toolkit and is available on request.
18
Annex 1.2: Budget template
Introduction
This template can be used to design a budget for a table top exercise. It can also help share
costs between hosting organisations.
Please fill the purple cells where relevant for your exercise
In red cells, specify the sponsor who will support that specific budget line (ie Ministry of
Telecommunications, private sector company)
COST
Quantity
No. days
Unit price
Total
Sponsor
Simulation exercise implementation cost
1
DSA for national participants (including evaluators)
who have to travel
-
2
Transport cost for national participants (including
evaluators)
-
Sub-total B.2. (National participants)
-
3
Conference room
-
Sub-total B.3. (Venue)
-
4
Lunch
-
5
Coffee breaks and refreshments
-
Sub-total B.4. (Catering)
-
6
Participant stationery (notepads, pens, nametags, etc.)
-
7
Print-outs (certificates, plans & SOPs to be printed)
-
8
Room stationery (flipchart, Post-its, markers, etc.)
-
Sub-total B.5. (Stationery)
-
9
IT equipment rental (computers, printers, projectors,
sound systems, etc.)
-
Sub-total B.6. (Equipment)
-
10
Translation services
-
11
Security services
-
12
Other services (please specify)
-
Sub-total - Services
-
TOTAL
-
19
Annex 1.3: Planning checklist
Planning Checklist for TTX Simulation
Before the exercise
TASK
DETAILS
DATE DUE
FOCAL POINT
STATUS
Concept note
Define the purpose
and scope of the
simulation and
draft concept note
ie: in process,
completed
Resources
Facilitation team
identified and
confirmed
Budget prepared
Funding sources
agreed
Invitations: (Note: should be
sent as early as possible to
ensure the appropriate people
are available to participate)
Participants
identified
Participants invited
Participant list
created
Admin note and
reminder sent
Venue selected
(security approved,
appropriate size)
Venue is accessible
for all stakeholders
Room layout
agreed with venue
manager
Venue setup
Supplies and
equipment
delivered and set
up
20
TASK
DETAILS
DATE DUE
FOCAL POINT
STATUS
Catering
Catering package
(meals and
refreshments)
Catering confirmed
and times provided
Participant accommodation and
transport
Accommodation
booked (if needed)
DSA (if applicable)
4 x flipcharts on
stands
1 pad of paper per
person
Rubbish and paper
recycling bins
Large clock for the
room
Stationery:
• Name badge
holders
• Pens
• Memory sticks (at
least 4)
• Flipchart paper
and markers
• Adhesive tape
(paper tape)
• Scissors
• Packet of A4
printing paper
• Spare printer ink
(black)
• Pack of large
Post-It notes
Equipment
Microphone and
speakers (sound
system)
LCD projector,
cables and screen
Printer (if
appropriate)
Multiplugs
Presentation
remote control
Facilitator laptops
All equipment
needed to deliver
inject is in place
(i.e. audio
equipment, etc.)
21
TASK
DETAILS
DATE DUE
FOCAL POINT
STATUS
To print and documents
required
Name badges
Registration sheet
Print agenda
Print inject matrix
(1 set per
facilitation team
member)
Print master
scenario (1 per
facilitation team
member)
Faciltation Team
Guidance Note
Monitoring and
evaluation survey
After the exercise
TASK
DETAILS
DATE DUE
FOCAL POINT
STATUS
Budget
All expenses
recorded
Produce a financial
report if required
Report
Update participant
contact list
Note: This checklist should be adapted to your local context.
22
Annex 1.4: Master scenario and inject guidance
Master scenario and inject design guidance
This guidance has been created to assist in the design of the master scenario and
accompanying injects as part of a table-top simulation (TTX). It should be used in conjunction
with the ETC-ITU table-top simulation guide.
1. Master Scenario
The master scenario is a description of a series of hypothetical, but realistic events that form
the foundation of the simulation. For a TTX, the key elements of the master scenario should
include a brief narrative of what has happened and a timeline of events that occur over the
time of the simulation.
A scenario can evolve over a number of stages of an emergency response, i.e. mitigation,
preparedness, response or recovery or only one stage, i.e. response. More than one stage
may be included in a TTX but must be supported by appropriate injects to ensure that
participants understand that a ‘time-jump’ has occurred.
A master scenario should be finalized before creating injects, to ensure consistency. Injects
are then used to unfold the scenario to participants.
Example of a time jump:
A simulation may begin with an imminent severe hazard (such as a cyclone or a tsunami) in order for participants
to prepare for the event. The scenario can then include a time jump, with the disaster occurring (cyclone makes
landfall or tsunami wave arrives) and participants now require to undertake initial response activities.
Important note: The master scenario is only shared by the facilitation team and is never
shared with simulation participants. The scenario should be as realistic as possible in order to
help participants engage in the simulation.
Example of a master scenario for a TTX
Master Scenario for (NAME OF TTX)
Date of exercise: (DD/MM/YYYY)
Preparedness
We are currently in the tropical cyclone season. The Bureau of Meteorology has reported that there is a significant
low-pressure system located off the (INSERT LOCATION AND COUNTRY i.e. western coast of country name).
It is anticipated that this will strengthen and develop into a tropical cyclone as it moves over the ocean towards
(INSERT COUNTRY). It is currently expected to make landfall at (INSERT LOCATION) in approximately 2 days from
now.
There are grave concerns for residents of the country and all preparation efforts must be made in order to prepare
for this event.
Response - Time Jump – 2.5 days -
The tropical cyclone made landfall at (INSERT LOCATION) and has created widespread damage to buildings and
infrastructure. There has been coastal and inland flooding. Telecommunications infrastructure has been
damaged including 65% of private sector infrastructure. There are widespread power cuts with approximately
20% of the area around the capital without power. Mobile networks in (INSERT LOCATION) are currently not
functioning and coverage across the country is down to 50%.
23
2. Injects
A inject is anything shared by the facilitation team with one or more of the participants during
the simulation. Injects generally have two functions:
• To provide information about and evolve the scenario for participants (i.e. news
reports, situation reports, maps or announcements from the government)
• To prompt a response (i.e. call a meeting, provide information in response to a
question)
Usually during a TTX, participants work in groups of up to 8 people. Each group is given the
same injects. Injects are pre-planned and scheduled prior to the start of the simulation.
For TTX, injects can be displayed on a PPT, can be in written form (email, SMS, reports,
documents), presented face-to face, over the phone or via video or audio announcements.
Injects should simulate requests from levels above (national/regional/international) and
below (in the field) and responses from and to stakeholders not participating in the exercise.
Each inject requiring an action should include a request or question to be discussed by the
groups. Where necessary a template can be provided which should be included in the inject
matrix.
Important note: Injects should have a direct link with the objectives of the simulation. They
should prompt participants to take action, make decisions or provide information. Example:
If you wish to test participants knowledge of the telecommunication regulation in your
country, then the injects should request information or get them to perform actions that will
help to build and test their understanding of such regulations.
In order to assist in the process of creating and managing injects while running a simulation,
an inject matrix should be developed. Below is an example of an inject matrix for the scenario
above. An example TTX PPT for this scenario can be found in the annex along with an Inject
Matrix Template.
24
Simulation Objective/s: To test the group’s understanding of emergency telecommunication regulations and standard operating procedures (SOPs) during preparedness
and response stages of an emergency
Stage
Actual
Time
Simulated Time
#
Inject Summary
Inject Type
Inject Objective
Notes for facilitator
Preparedness
8.30 am
2 days prior to tropical
cyclone (TC) landfall
#1
Report from Bureau of Meteorology
of impending TC
PPT
Participants made
aware of impending
TC and begin
preparedness
Information only, to
set the scene
8.32 am
2 days prior to TC
landfall
#2
Request from Ministry of
Telecommunications to provide a
list of the key emergency
telecommunication preparedness
activities to be undertaken in the
next 2 days. This should be recorded
on your flipchart by 8.50 am and
include the timeline and responsible
agency
PPT
Participants will
demonstrate
understanding of the
key preparedness
activities, focal points
and what to prioritize
as a hazard
approaches
Once the activity is
complete the
facilitator can
review and
facilitate a short
discussion on the
key points and
issues
9.15 am
1.5 days prior to
tropical cyclone
landfall
#3
Offer from International NGO, ABC
Telecommunications, to donate
two-way radio equipment for use in
the community. It is also likely that
there will be other offers of
telecommunication equipment. The
group needs to discuss and decide
how they will manage this situation.
PPT
Participants
demonstrate an
understanding of how
to manage donations
and their importation
Facilitate a short
discussion
highlighting the
issues of being
overwhelmed by
inappropriate
donations and the
need to ensure that
import regulations
are being adhered
to
25
Time Jump – Tropical Cyclone Makes Landfall
Impact
09.45 am
TC makes landfall
#4
TC has made landfall. CAP Alert
released
PPT
Demonstrate time
jump and participants’
understanding of the
value of CAP to issue
warnings to the public
Information only,
no action required
Response
09.50 am
1 day after TC made
landfall
#5
Situation update on key damage to
telecommunication infrastructure as
initial assessment reports are
received
PPT of
connectivity
map and map
of
humanitarian
needs
Provide printed maps
of damage information
received one day after
the TC made landfall
Information only,
no action required
09.55 am
1.5 days after TC made
landfall
#6
The global response community is
mobilising and telecoms equipment
is due to arrive requiring clearance
and licenses.
The group is required to discuss the
clearance and licensing
requirements and possible
exemptions due to the emergency
situation
PPT
Group will
demonstrate their
understanding of
licensing and customs
procedures in an
emergency response
situation
Facilitate a short
discussion. If not a
signatory to the
necessary
conventions, this
should also be
included in the end-
of-simulation
debrief
10.15 am
2 days after TC made
landfall
#7
Satellite operators have offered to
install VSATs to restore
telecommunication links while the
national mobile operators restore
their capacity. Are there any
national regulatory restrictions that
will block installation and use of this
satellite equipment? If yes, which
solutions are available?
Question on
PPT
Group will
demonstrate their
understanding of
regulations and
provide creative
solutions to the
current problem
Facilitate short
group discussion
after groups have
discussed the issue
26
Time Jump – Tropical Cyclone Makes Landfall
10.45 am
Two days after TC
made landfall
#8
Request that the group fill out the
response plan using the template
provided
PPT and
response plan
template,
baseline
telecoms
features map
and suite of
emergency
telecoms
solutions
Understand key
actions for inclusion in
an ETC response plan
Provide groups with
the response plan
template.
Groups should refer
to the maps given
to them earlier.
Debrief with the
group.
11.30 am
Simulation ends
11.30 –
13.00
Debrief
27
Annex 1.5: Inject matrix template
This template can be used to design an inject matrix for a TTX.
Ensure the master scenario has been finalised and agreed to before creating the injects.
All injects should link with the objective(s) of the table top exercise (TTX). They should be
planned, written (where applicable) and scheduled prior to the simulation.
Injects progress the scenario script by giving information, or asking groups to discuss or find
a solution to a problem.
It is possible to project injects onto a PPT (see annex 1.6).
Injects can also be delivered in any appropriate format (phone call, email, sms, fax, radio
message, news article, radio news report, TV clip, agency briefing, situation update, meeting,
character role-play, etc.).
The inject matrix is the key facilitation tool during the exercise. It should be printed in order
to assist the facilitation team.
The TTX facilitator manages the exercise by controlling the pace and direction of the inject
matrix during the exercise.
All exercise documentation must be clearly labelled “SIMULATION ONLY”.
Stage
Actual
Time
Simulated
Time
Inject #
Inject
Summary
Inject Type
Inject
Objective
Notes for
facilitator
Stat
28
EXAMPLE INJECT MATRIX - REFER TO THE MASTER SCENARIO AND INJECT DESIGN GUIDANCE AND THE EXAMPLE POWERPOINT
PRESENTATION IN ANNEX 1.6
Simulation Objective/s: To test the groups understanding of the emergency telecommunications regulations and standard operating procedures (SOPs)
during preparedness and response stages of an emergency
Stage
Actual Time
Simulated Time
#
Inject Summary
Inject Type
Inject Objective
Notes for
facilitator
Preparedness
08.30 am
2 days prior to
tropical cyclone
(TC) landfall
#1
Report from Bureau
of Meteorology of
impending TC
PPT
Participants
made aware of
impending TC
and begin
preparedness
Information
only to set the
scene
08.32 am
2 days prior to TC
landfall
#2
Request from
Ministry of
Telecommunications
to provide a list of
the key emergency
telecommunications
preparedness
activities to be
undertaken in the
next 2 days. This
should be recorded
on your flip chart by
8.50am and include
the time line and
responsible agency
PPT
Participants
will
demonstrate
understanding
of the key
preparedness
activities, focal
points and
what to
prioritize as a
hazard
approaches
Once the
activity is
complete, the
facilitator can
review and
facilitate a
short
discussion on
the key points
and issues
29
Stage
Actual Time
Simulated Time
#
Inject Summary
Inject Type
Inject Objective
Notes for
facilitator
Preparedness
9.15 am
1.5 days prior to
TC landfall
#3
Offer from
International NGO
ABC
Telecommunications
to donate two-way
radio equipment for
use in the
community. It is also
likely that there will
be other offers of
telecommunications
equipment. The
group needs to
discuss and decide
how they will manage
this situation.
PPT
Participants
demonstrate
an
understanding
of how to
manage
donations and
their
importation
Facilitate a
short
discussion
highlighting
the issues of
being
overwhelmed
by
inappropriate
donations and
the need to
ensure that
import
regulations
are being
adhered to
30
Time Jump – Tropical Cyclone Makes Landfall
Impact
09.45 am
TC makes landfall
#4
TC has made landfall.
CAP Alert released
PPT
Demonstrate
time jump and
ensure
participants
understand the
value of
Common
Alerting
Protocol (CAP)
to issue
warnings to
the public
Information
only, no
action
required
Response
09.50 am
One day after TC
made landfall
#5
Situation update of
key damage to
telecommunications
infrastructure as
initial assessment
reports are received
PPT of
connectivity
map and map of
humanitarian
needs
Provide
printed maps
of damage
information
received one
day after the
TC made
landfall
Information
only, no
action
required
31
Time Jump – Tropical Cyclone Makes Landfall
Response
09.55 am
1.5 days after TC
made landfall
#6
The global response
community is
mobilising and
telecoms equipment
is due to arrive
requiring clearance
and licenses.
PPT
Group will
demonstrate
their
understanding
of the licensing
and customs
procedures in
emergency
response
Facilitate a
short
discussion. If
not a
signatory to
the necessary
conventions,
this should
also be
included in
the end of the
simulation
debrief
The group is required
to discuss the
clearance and
licensing
requirements and
possible exemptions
due to the
emergency situation
32
Time Jump – Tropical Cyclone Makes Landfall
Response
10.15 am
2 days after TC
made landfall
#7
Satellite operators
have offered to install
VSATs to restore
telecommunication
links while the
national mobile
operators restore
their capacity. Are
there any national
regulatory
restrictions that will
impede the
installation and use
of this satellite
equipment? If so,
which solutions are
available?
Question on PPT
Group will
demonstrate
their
understanding
of regulations
and provide
creative
solutions to
the current
problem
Facilitate
short group
discussion
after groups
have
discussed the
issue
33
Time Jump – Tropical Cyclone Makes Landfall
10.45 am
Two days after TC
made landfall
#8
Request that the
group fill out the
response plan, using
the template
provided
PPT and
response plan
template,
baseline
telecoms
features map
and suite of
emergency
telecoms
solutions.
Understand
key actions for
inclusion in an
ETC response
plan
Provide
groups with
the response
plan template.
Groups should
refer to the
maps given to
them earlier.
Debrief with
the group.
11.3
Simulation Ends
11.30 – 13.00
Debrief
34
Annex 1.6: Example PowerPoint presentation
This PPT is an example that can be adapted for use in running a TTX.
It is broadly based on the master scenario and injects included in the ITU/ETX TTX Guide.
Or alternatively: is a discussion-driven group exercise that allows participants to work together to
resolve issues and answer questions. A tabletop simulation is an exercise that uses a progressive
35
simulated scenario, together with series of scripted injects, to make participants consider the impact
of a potential health emergency on existing plans, procedures and capacities.
Tabletop simulations - identify major gaps or conflicts in response planning. Participants discuss which
actions they would take when faced with a given emergency, but no real resources are used.
Functional simulations – participants simulate their actions normally within an Emergency Operations
Center (EOC) and must make immediate decisions, but real equipment and personnel are not
deployed.
Full-scale simulations – most realistic and complex. Participants perform as many of their actual duties as
possible in a simulated emergency in order to best assess the true capabilities of the response system.
36
Note to presenter
You can make the groups smaller. Groups should generally be limited to no more than 8 people
otherwise you risk losing the full participation of those involved.
37
Copyright: Design by World Food Programme (WFP) GIS
38
39
Copyright: Design by World Food Programme (WFP) GIS
40
This is just for information. No action is required from this slide.
Copyright: Design by World Food Programme (WFP) GIS
41
Copyright: Design by World Food Programme (WFP) GIS
42
43
44
Annex 1.7: Guidance for table-top simulation facilitators
1. Introduction
This guidance is intended to assist table-top simulation (TTX) facilitators in the actual running
of the TTX simulation and should be used in conjunction with the ETC-ITU table-top simulation
guide.
2. Roles within the simulation facilitation team
A TTX simulation facilitation team on the day of the simulation should include some of the
following functions:
Role
Key activities
Notes
Team leader
Responsible for the overall planning, design,
implementation and follow up of the
simulation
These two roles may be filled by
the same person
TTX Facilitator
Oversees the exercise on the day of the
simulation
Logistic support
Liaises with the venue, manages equipment,
deals with participant issues, etc.
This should be the same person as
the person in charge of logistics in
the lead up to the simulation
Co-facilitator
Assists the TTX Facilitator as directed
Role players
Used to deliver or respond to injects
3. General principles for facilitators to consider when conducting simulations:
• Ensure that you clearly articulate to participants and co-facilitators the objectives of
the simulation, in as much detail as possible.
• Create a collaborative atmosphere amongst the facilitation team to ensure that the
team is working together to achieve the objectives of the simulation.
• Avoid seeking to scare or intimidate participants as this may inhibit their learning.
• Build into simulations sufficient flexibility so as to allow the facilitation team to react
to the participants’ level of knowledge and competence.
• As a facilitator, as well as being experienced, you should also demonstrate
respectfulness, humility, perceptiveness, creativity and adaptability.
• Thoroughly brief facilitators to ensure they are clear on their role, injects and
intended objectives of each session.
• If using technology, consider if it will help participants to better engage and reach the
objectives of the simulation, or if it will just create a distraction.
• Create a learning environment where participants who ‘mess up’ can be given the
opportunity to learn from that experience.
45
4. Timing
It is the job of the lead facilitator to ensure that the group does not run over time. This is
particularly challenging when facilitating the short discussions after each of the questions or
problems. Where possible, if it looks like a richer, longer conversation is needed on a topic in
particular, suggest to the group that this is something that can be revisited at the end of the
simulation during the debrief.
5. Responsibilities of the TTX facilitator
On the day of the simulation, the TTX facilitator oversees the running of the simulation. Key
activities include:
• Briefing facilitators: This should ideally be done the day before the simulation along
with the room set-up. It should include a briefing on what is expected of each
member of the team, the key timings for the events and how the facilitation team
can assist with the successful running of the simulation.
• Briefing participants: This should be done directly before starting the simulation. This
should include an explanation of the simulation process, the objectives of the
simulation, what is expected of participants and how the teams will work together.
See Annex 1.6: Example of a PowerPoint presentation.
• Managing the timing and delivery of injects: This includes monitoring and adjusting
the times of injects and short debriefs, to adapt to the needs of the group. The co-
facilitator can assist the TTX facilitator with managing injects.
• Leading discussions with participants during the simulation: The injects for a TTX
should involve a series of questions or problems that groups should discuss together.
At the end of each of these questions or problems, the TTX facilitator should facilitate
a short discussion on what the groups discussed and the possible ways to solve any
issues. The TTX facilitator must be acquainted with the content well enough to
answer any questions and solve issues relating to the topics discussed in the TTX.
• Leading the end of simulation debrief with participants: At the end of the simulation,
a debrief should be performed with the participants. This debrief should be related
to the overall objectives of the simulation, not the individual activities undertaken
during the simulation. It should also help the group to generate a list of activities to
be undertaken over the coming months/years to overcome the issues/gaps that were
revealed during the simulation.
• Debriefing facilitators: At the end of the simulation, the TTX facilitator should lead a
short debrief with facilitators. The aim of this is to reveal what went well, what went
less well, and what should be changed in the next simulation to improve it? This can
be facilitated as a group discussion with a rapporteur noting the responses.
6. Example simulation debrief outline
There are many ways to run a debrief but below are several important things to keep in mind
when developing and running a debrief:
• Participants should have the opportunity to reflect individually, in their teams and
with the whole group.
• Participants should lead their debrief process by providing their feedback before
facilitators.
46
• The debrief is not a place for blame or criticism. It is a forum to learn from our
experience and identify better ways of working.
• Adequate time should be provided for a well-constructed debrief process.
Example of a debrief at the end of a simulation:
Activity
Process
Equipment
Timing
Popcorn
feedback
As the teams gather at the end of the simulation, congratulate
them and ask them to form a circle. Go around the circle and ask
each person to say one word that describes how he or she is
feeling at that moment.
None
5 min
Pair reflection
Get each participant to find a partner, preferably someone that
they haven’t worked closely with during the simulation. Ask them
to share with their partner what they were most surprised by
about the simulation. Once reflecting in pairs has finished, ask a
few individuals to share what surprised them.
None
10 min
Team debrief
Ask them to work in their simulation groups to identify what they
think that the team did well. Get them to share, in plenary, one
thing per group, drawing out similarities among the groups. Then
ask them what they believe the team could have done better.
Get each team to feed one idea into the group. These should be
recorded on a flipchart at the front.
Flipchart
for each
group
30 min
Activity
generation in
groups
Step 1: Refer to the objective(s) of the simulation and what was
being tested as well as what was revealed through the team
debrief (above). Ask groups to reflect on what the simulation has
revealed in terms of the weaknesses or challenges in the current
plan/SOP/system and record these on a flip chart.
Step 2: In plenary, agree on two key challenges per group and
circle those on each group’s flip chart. Hand out the activity
sheet templates (see below) and ask each group to identify an
activity to overcome each of the challenges or weakness. Once
completed, these can be stuck on the wall at the front of the
room (or where there is room for the whole group to stand
together).
Refer to Annex 1.8: Activity Sheet Template
Flipchart
for each
group
30 min
Consolidation
of activities in
plenary
Bring the group together at the front of the room. Ask them to
reflect on the activities generated. Ask and decide whether there
are any additions or changes that need to be made to the
activities or duplications that need to be aligned.
Refer to Annex 1.9: Action Plan Template
30 min
Total Time
1 hour
45 min
47
Annex 1.8: Activity sheet template
48
Annex 1.9: Action plan template
ACTIVITY
DEADLINE
GROUP LEADER AND
FOCAL POINT
KEY IMPLEMENTATION STEPS
REQUIRED RESOURCES
KEY PERFORMANCE
INDICATORS
49
ACTIVITY
DEADLINE
GROUP LEADER AND
FOCAL POINT
KEY IMPLEMENTATION STEPS
REQUIRED SUPPORT
KEY PERFORMANCE
INDICATORS
50
Annex 1.10: Evaluation
TTX Evaluation
(LOCATION and DATE)
Please rate the following statements from 1 (disagree) to 5 (strongly agree), with a check mark (✓).
1
Disagree
2
3
4
5
Strongly
agree
The TTX
1. The exercise was well-structured and
organized;
2. The process was clearly explained, and
I understood my role.
3. The exercise was helpful in building an
understanding of (INSERT THEME
RELEVANT TO THE OBJECTIVE(S))
4. The exercise improved my
understanding of my role and function
during an emergency response.
5. The exercise allowed me to identify
some of the strengths and gaps in my
understanding of the relevant response
systems, procedures and plans.
6. The problem statements/questions
led to valuable discussions.
51
1
Disagree
2
3
4
5
Strongly
agree
The Debriefing Session
7. The debriefing session at the end of
the simulation was useful for group
learning.
8. It helped identify the key issues and
gaps in the system, plans and
procedures.
9. It was useful in leading to future
action planning.
Which part of the event did you find the most useful and why?
Which part of the event did you find the most useful and why?
52
Please share any recommendation(s) for future simulations on how they may be improved.
Thank you for participating in this simulation.
53
Annex 2: Additional sample resources for Getonia (fictitious island)
Annex 2.1: Inject matrix (Getonia example)
Master Scenario Events List
Exercise
Time
Real Time
Geographical
Zone
No.
Event
Inject
Comms.
Mode
Resources
Organizer
in charge
Resource
Persons
From/Lead
To
Group Involved
Pre-Ex reading materials to be circulated to all participants via email two days before GET-19 : Coordination structure, ICT country profile of Getonia, map of Getonia and SOP for tsunami early warning.
START OF EXERCISE
t- : Prepare phase (10 minutes); 0.5 hr in exercise time
** Note to organizers: Test the polling app on Day 1 for 5 minutes.
8.47am
(earthquake
)
8.49am
(CAP)
Earthquake
(Richter 7.5)
with an
epicentre 100
miles off the
coast of
Southwest
Getonia,
triggering
tsunami waves.
The capital city
(name: Getcap)
is in the
Eastern
Division with a
population of
250,000
people.
1
An earthquake of 7.5 on the
Richter scale strikes the
fictitious island of Getonia.
1.1 A Common Alerting
Protocol (CAP)
notification is issued.
Message
(a) Message to
be drafted,
translated into
French, and
projected on-
screen in the
venue.
Mr Eliot
Christian
and Ms
Elysa
Jones
CAP Issuing
Body
(Tsunami
Warning
Centre)
Government
Tsunami Warning
Centre
2
Public notified regarding
impending tsunami, and
informed to relocate without
delay to the elevated
evacuation meeting points
(situated in 7 schools).
2.1 EWS automatically
activated in Getonia
(siren playing, social
media, TV, radio).
Email,
radio, TV,
social
media,
SMS and
siren
(a) Message
projected on-
screen in
English, and
translated into
French, siren
sound and
radio
broadcast.
Mr Eliot
Christian
and Ms
Elysa
Jones
Department
of
Seismology
All
Department of
Seismology
(Government)
54
Master Scenario Events List
Exercise
Time
Real Time
Geographical
Zone
No.
Event
Inject
Comms.
Mode
Resources
Organizer
in charge
Resource
Persons
From/Lead
To
Group Involved
The tsunami
impacted
region is
between the
Southern and
the Western
Division. There
is a main town
(Getso) in the
Southern
Division with a
population of
15,000 people.
Some schools
will become
evacuation
shelters and
coordination
hubs.
Emergency
health centres
will be set up in
the impacted
areas of the
Southern and
Western
Division.
2a
(simul
taneo
us
events
)
Automated warning following
tenets outlined in the pre-
existing Standard Operation
Procedure (SOP). Impact limited
to southwest of the island.
2a.1 Play a pre-recorded
telephone call between
PM, Department of
Seismology and National
Disaster Management
Office .
Call
(a) SOP for
tsunami early
warning to be
developed and
printed copies
provided to all
tables.
(b) Tsunami
impact map of
Getonia to be
provided to all
tables.
Mr Eliot
Christian
and Ms
Elysa
Jones
Department
of
Seismology
Government
(PMO) and
NDMO
Government
Group/Prime
Minister's Office
(PMO),
Government
Group/NDMO
2b
SOP to provide for early
warning notifications to news
media and broadcasting
agencies.
2b.1 Video
announcement of the
impending tsunami by
local TV news.
Message
and phone
(a) Printed
contact list to
be provided to
all tables.
Mr Eliot
Christian
and Ms
Elysa
Jones
NDMO
MNOs, radio
and TV
broadcasters
, and news
agencies
Media Group
2c
Evacuation of civilians to higher
ground (7 schools identified as
safe spaces).
2c.1 Maps with pre-
designated meeting
points to be provided to
all tables.
Printed
maps
(a) Maps will
have an
overlay of
evacuation
points.
Shelter,
Operations
and various
others
Coordination
between
stakeholders
Various
55
Master Scenario Events List
Exercise
Time
Real Time
Geographical
Zone
No.
Event
Inject
Comms.
Mode
Resources
Organizer
in charge
Resource
Persons
From/Lead
To
Group Involved
National
Emergency
Operations
Centre in the
capital
(NDMO). Local
Emergency
Operations
Centre (LEOC)
in SW Division.
Incident
Command
Posts (ICPs) at
shelter hubs
(key schools).
3
(a) Activation of the National
Emergency Operations Centre
(NEOC) in the capital, and the
Local Emergency Operations
Centre (LEOC) in the Southwest
Division, following Incident
Command System protocol.
(b) Activate national clusters:
Logistics, Emergency
Telecommunications Cluster
(ETC), Health, WASH (water,
sanitation and hygiene),
Protection, Shelter, Food and
Nutrition, and Operations.
(c) Contact local business
disaster resilience council, to
support coordination of private
sector response.
3.1 Email statement
from NDMO to declare
that NEOC, LEOC, and
national clusters are to
be on stand-by. Inviting
all NEOC members,
including cluster
coordinators, to an
emergency meeting at
the NEOC.
3.2 Decision by NEOC for
the LEOC to be
established in the
Southern Division's
national government
administrative
headquarters.
3.3 Decision by NEOC for
the ICPs to be
established in the local
schools designated as
shelter hubs situated on
elevated ground.
Message,
printed
organigram
(a) Email
message to be
drafted and
provided to all
tables.
(b)
Coordination
structure
organigram to
be developed
and printouts
shared.
NDMO
NEOC, LEOC
and ICP
leads.
NEOC, LEOC and
ICPs
OUTCOME: Room organized into cluster groups with an identified lead ready to begin the response and EWS activated.
POLLING DEBRIEF USING APP (a) Are the objectives of the exercise clear? (b) SOP takeaway in one word.
t0 : Impact phase (tsunami strikes); 5 mins in exercise time
8.59am
4
Notification that the tsunami
has struck, specifying the
locations on the Southwest
coast of fictitious island in the
Southern and Western
Divisions, with provided
magnitude of early damage and
casualty information. Updates
to be provided regularly for
damage and casualties, and any
other aftershocks.
4.1 Video of tsunami by
local and international
TV news.
News
bulletin,
map
(a) News
broadcast pre-
recorded on
video and
projected on
screen at the
venue. (b)
Satellite maps
to be projected
on-screen at
the venue
(being
produced by
the GIS team at
WFP, and also
printouts
provided to
every table.
NDMO
All
Government
Group/NDMO and
Media Group
56
Master Scenario Events List
Exercise
Time
Real Time
Geographical
Zone
No.
Event
Inject
Comms.
Mode
Resources
Organizer
in charge
Resource
Persons
From/Lead
To
Group Involved
5
Amateur radio users are using
their devices to communicate,
providing first updates on
impact.
5.1 Amateur radio
operators need to
communicate messages
of requests for
assistance to medical
personnel for persons in
their community that
have been injured as a
result of the tsunami.
Cell phone networks are
down and landlines are
not functioning.
Printed call
signs
(a) Printouts
for call signs
for local
amateur radio
club members
to be provided
to cluster
tables.
Mauritiu
s
amateur
radio
group
Amateur
radio
operators
Operations
and others
ETC
Cluster/Amateur
radio
6
Search and rescue teams
deployed.
6.1 Email notification
from the NEOC to deploy
search and rescue teams
to the critically affected
locations in the
Southern and Western
Divisions.
Message
(a) Email
message to be
drafted and
provided to all
tables.
NEOC
Operations
Cluster
Operations Cluster;
Government/NEOC
t+ : Response phase (0-2 days); 60 mins in exercise time
All cluster groups are instructed by the exercise director to develop a brief "CONOPS" in point form. A two-page template to be provided to all tables.
7
Shelters being set up in local
schools are to be provided with
the supporting equipment.
7.1 Logistic support
requested by the NEOC
through a telephone call
for health supplies and
tent materials to be set
up. 15 pop-up health
centres across the
Southern and Western
Divisions.
Telephone
call, map
(a) Pre-
recorded
telephone call
from the NEOC
head to the
Logistics
cluster lead.
(b) Pre-
positioned
equipments
maps.
Shelter
Cluster,
Logistics
Cluster,
Health
Cluster,
WASH
Cluster
Coordination
between
stakeholders
Shelter Cluster
7a
15 pop-up health centres are
being set up in targeted zones,
with emergency medical
supplies pre-positioned in
identified locations (schools).
7a.1 Medicines stocked
in the 5 pre-designated
warehouses have run
out. Health Cluster
needs to coordinate with
the Logistics Cluster for
their delivery.
Map
(a) Map with
health centre
overlay to be
printed and
provided to the
cluster table.
Health
Cluster,
Shelter
Cluster
Coordination
between
stakeholders
Health Cluster,
Logistics Cluster
57
Master Scenario Events List
Exercise
Time
Real Time
Geographical
Zone
No.
Event
Inject
Comms.
Mode
Resources
Organizer
in charge
Resource
Persons
From/Lead
To
Group Involved
9
Latrines and showers are to be
installed in schools which have
been converted into 7 shelter
hubs.
8.1 Water supplies have
run out in 1 shelter hub
located in the Western
Division. Coordination
with logistic services
required to provide
water to the shelters.
Map
(a) Map with
shelter hub
overlay to be
provided to the
cluster table.
WASH
Cluster,
Shelter
Cluster
Coordination
between
stakeholders
WASH Cluster
9a
5 out of 7 shelter hubs have
filled up.
9a.1 The Shelter Cluster
has advised that 5
shelters are full. The
LEOC has requested that
alternate plans be
devised urgently and
that new shelter
locations be
communicated to the
public.
Map
(a) Map with
shelter hub
overlay to be
provided to the
cluster table.
Shelter
Cluster,
LEOC
Coordination
between
stakeholders
Shelter Cluster,
Government
Group/NEOC,
Government
Group/LEOC,
Media
10
Ongoing media notifications are
being provided to the public
(local and international).
10.1 Media broadcast on
the TV and radio that
apart from some small-
scale seismic
aftershocks, no tsunami
is anticipated.
News
bulletin
(a) Pre-
recorded
media
broadcasts.
Media
Public
Media Group and
other stakeholders
10a
A guest from XYZ Hotel in the
Southern Division has managed
to post an appeal for
evacuation on social media.
The Operations Cluster,
in coordination with the
LEOC and other relevant
actors is called upon to
take immediate action
and evacuate the guests
who are all trapped on
the fifth floor of the
hotel that has been
inundated.
Social
media post
(a) A pre-
created social
media post.
Civilian
Operations
Cluster,
LEOC and
other actors
LEOC, Operations
Cluster
11
Cluster coordinators are
available for supporting the
work on the ground.
11.1 All cluster
coordinators in the
affected areas need to
be allocated with an
emergency
communications device.
Map
(a) Provide
images of
different types
of
communicatio
ns devices for
cluster tables
to select from.
Cluster
Coordinator
s
ETC Cluster
and other
actors
Cluster Lead
Coordinators
12
Cluster Assessment Officers are
collecting impact information
on the ground, and providing
SitReps to the Cluster Lead
Officer at the NEOC.
Another CAP notification
is issued.
CAP
notification
(a) CAP
notification to
be issued.
Tsunami
Warning
Centre
PMO,
NDMO,
NEOC, LEOC,
ICPs and all
media
outlets
TWC
58
Master Scenario Events List
Exercise
Time
Real Time
Geographical
Zone
No.
Event
Inject
Comms.
Mode
Resources
Organizer
in charge
Resource
Persons
From/Lead
To
Group Involved
13
A rapid ICT capacity assessment
is undertaken to map the
situation and the requirements
for assistance.
Support is requested by
the NDMO for
conducting a baseline
assessment. ETC Global
is approached for this
task.
Map
(a) Coverage
map indicating
the gaps (no
coverage in
xx).
ETC Cluster
Various
actors
International
organizations, ETC
Global
14
The outcomes from the
preliminary assessment reveal
that international assistance is
required to meet the response
needs.
Damage assessment
revealing the gaps and
challenges is made
available. Some of these
are as follows:
Printed
Assessmen
t outcomes
(a) ICT
Assessment
outcomes and
infrastructural
requirements.
ETC Cluster
Various
actors
ETC Cluster and
other relevant
clusters
15
Satellite is available to meet
interim emergency
communications needs.
15.1 Satellite phones are
uncharged and SIM
cards are inactive.
Printed
contacts of
satellite
providers
(a) Printouts
for contacts of
all satellite
service
providers to
cluster tables.
INMARSA
T
Satellite
operators
Coordination
between
stakeholders
ETC
Cluster/Satellite
Operators
15a
The 2 Local Emergency
Operations Centres (Getwe
and Getso) are operating their
VHF radios on different
frequencies to law enforcement
agencies (e.g., police) and
emergency healthcare (e.g.,
ambulances). There are 10 VHF
repeater sites.
15a.1 As a result,
emergency alert updates
for first responders (such
as medical emergency
specialists and fire
services) are not being
transmitted through
satellite radios.
Printed
radio
frequencie
s
(a) Printed list
of radio
frequencies to
be provided to
cluster tables.
EOCs
Coordination
between
stakeholders
Operations Cluster,
Government
Cluster/EOC
15b
Early Warning Systems exist, in
the form of 20 siren-based
systems, situated along
vulnerable points along the
entire coastline of Getonia.
Some have malfunctioned.
15b.1 Due to technical
faults, 5 out of 10 sirens
on the coastline of the
Western (2
malfunctioning) and
Southern Divisions (3
malfunctioning) did not
activate at all at the time
of the transmission of
the first alert.
Map
(a) Map with
locations of
early warning
units to be
provided to
cluster tables.
ETC Cluster,
LEOCs
Coordination
between
stakeholders
Government
Cluster/LEOC,
Government
Cluster/NDMO
15c
5 V-SATs are pre-positioned in
the Northern Division Office
situated in Getno.
15c.1 These V-SATs are
to be moved to affected
locations, but require
transportation.
Map
(a) Printed pre-
positioned
equipment
maps provided
to cluster
tables (being
produced by
the GIS team at
WFP).
ETC Cluster,
LEOCs
Coordination
between
stakeholders
Government
Cluster/LEOC,
Logistics Cluster,
Cluster
Group/Satellite
operators
59
Master Scenario Events List
Exercise
Time
Real Time
Geographical
Zone
No.
Event
Inject
Comms.
Mode
Resources
Organizer
in charge
Resource
Persons
From/Lead
To
Group Involved
15d
Fixed landline services are
present in homes and
businesses. Due to the disaster,
landlines are not functional.
15d.1 Private radio
stations report that calls
from the public
complaining that they
have not received any
assistance and are
unable to get through to
any of the emergency
services due to blocked
telephone lines.
Questions are raised
about LEOCs handling of
the emergency and
there are complaints
about a lack of
information.
Radio
broadcast
(a) Recorded
report from
private radio
stations.
Fixed
landline
operators
Coordination
between
stakeholders
ETC Cluster/Fixed
landline operators,
Government
Cluster/LEOC, radio
station operators
15e
MNOs are operational in-
country. 4 cell towers have
been damaged and mobiles
cannot be used in critical
locations. There is no power in
critical locations.
15e.1 A nearby high
point is still standing and
could house an antenna
and base station. Need
to activate the business
continuity plan (BCP).
Map
(a) Disaster
connectivity
maps to be
provided to
cluster tables
(being
produced by
the GIS team at
WFP).
Digicel
and MTN
Group
MNOs
Coordination
between
stakeholders
ETC Cluster/MNOs
and Logistics
Cluster
15f
2 ISPs are operational in-
country. All ISP services are
down, and fixed-line Internet is
unavailable in homes and
businesses.
15f.1 2 BGANs available
from a local NGO are
ready for use but require
transport to affected
venues and setting up
quickly.
Map
(a) Pre-
positioned
equipment
maps to be
provided to
cluster tables
(being
produced by
the GIS team at
WFP).
AfriNIC
ISPs
Coordination
between
stakeholders
ETC Cluster/ISPs
15g
4 drones are available for the
NDMO to conduct quick
damage assessments.
15g.1 The trained drone
pilot left the NDMO two
months ago.
Coordination required
with the pilot who has
been transferred
internally to another
government
department, and the
national Civil Aviation
Authority for flight
clearance.
Map
(a) Pre-
positioned
equipment
map to be
provided to
cluster tables
(being
produced by
the GIS team at
WFP).
NDMO
Coordination
between
stakeholders
NDMO
60
Master Scenario Events List
Exercise
Time
Real Time
Geographical
Zone
No.
Event
Inject
Comms.
Mode
Resources
Organizer
in charge
Resource
Persons
From/Lead
To
Group Involved
15h
Community broadcast radio is
available for use, but the power
is down.
15h.1 One of the
affected communities in
the Western Division has
a radio-in-a-box kit to
make local broadcasts,
which requires a power
source. Explore alternate
renewable power
sources.
Printed
images of
power
sources
(a) Provide a
printout
containing
images of
different types
of power
sources for
cluster tables
to select from.
Community
radio
operator(s)
Coordination
between
stakeholders
ETC
Cluster/Community
radio operator(s)
16
Ongoing media notifications to
the public (local and
international).
16.1 Media broadcast on
the TV and radio that
besides some small-scale
seismic aftershocks, no
tsunami is anticipated.
News
bulletin
(a) Pre-
recorded
media
broadcasts.
Media
Public
Media Group
17
Partners of the global ETC are
ready to provide services and
on-the-ground assistance, with
means and modes under
discussion.
17.1 NDMO has
requested the support of
the Global ETC to bring
in extra communications
capacity for connectivity
at the 7 shelter hubs.
Coordination with
customs and regulators
for equipment clearance
and licenses.
Printed
Convention,
Getonia
country
profile
(a) Provision of
printed copies
of the Tampere
Convention to
all cluster
tables.
Global ETC
partners
ETC Global Cluster
18
Press briefing is undertaken by
the NEOC.
18.1 Media briefing.
Press
Conference
(a) Press
briefing talking
points.
Media
Public
18a
Some inaccurate reporting has
resulted in a wrong evacuation
currently underway in a coastal
village in the Northern Division.
18.1 The NEOC Getcap
need to work with the
Divisional head office for
the Northern Division in
Getno to set the record
straight to the media.
News
bulletin
(a) Recorded
media
reporting
broadcast on
public radio
regarding the
need to
evacuate to a
location in the
Northern
Division.
Media
Public
Media Cluster,
Government
Cluster/NEOC and
Government
Cluster/LEOC
19
Power needs need to be met in
impacted coastal locations in
the Northern and Western
Divisions for emergency
operations to continue.
19.1 There has been a
massive power outage in
the critically affected
locations, resulting in
the need for power
generators. The local
shelters have generators
available, and fuel also
needs to be sourced.
Maps
(a) Power hubs
to be labelled
on the maps
which are
provided at
every cluster
table.
Alternate
power
suppliers
Public
ETC Cluster/Power
providers
61
Master Scenario Events List
Exercise
Time
Real Time
Geographical
Zone
No.
Event
Inject
Comms.
Mode
Resources
Organizer
in charge
Resource
Persons
From/Lead
To
Group Involved
20
Logistics needs are high for the
provision of food, medication
and other critical emergency
supplies. There are 5
warehouses containing such
items, including emergency
telecommunications supplies.
20.1 Latest information
suggests that due to
coastal inundations in
the southwest, main
drains are flooded and
roads have been closed.
Deviation along main
roads has caused a
heavy traffic jam.
News
bulletin
(a) Pre-
recorded news
bulletin, similar
to the situation
in 20a.1.
Logistics
Coordination
between
stakeholders
Logistics Cluster
20a
Food supplies have run out in 2
out of the 5 warehouses.
20a.1 Appeal for the
Food and Nutrition
Cluster to provide
immediate assistance to
the locations, through
coordination with
relevant entities.
Message
from LEOC
to NEOC.
(a) Pre-
recorded news
bulletin.
Food and
Nutrition
Cluster
Coordination
between
stakeholders
Food and Nutrition
Cluster
21
Ensuring the protection of
children and families forced
from their homes, through
registration and providing a
secure living space and
conditions.
21.1 Several schools are
reported to be
inundated and children
trapped on the third
floor need evacuation
assistance. The school is
located in the Southern
Division. Request for
assistance from NEOC to
the Protection Cluster
for evacuation of the
affected schools is
required immediately,
relayed through a
community radio which
is still running in the
vicinity of one of these
schools.
Community
radio
appeal
(a) Pre-
recorded
community
radio appeal.
NEOC
Protection
Cluster
Protection Cluster,
Operations Cluster,
NEOC, LEOC
OUTCOME: Humanitarian communications are running; functional coordination structure between NEOC, LEOC, ICPs; connectivity maps (GIS tools); and active inter-cluster coordination takes place.
POLLING DEBRIEF USING APP (a) Summarize the exercise in one-word. (b) Lesson learned in one word.
END OF EXERCISE
62
Polling app to generate "word cloud"
Group
Cluster
Facilitator(s)
Logistic requirements
1
ETC
Floor plan
2
Health
Printouts
3
Logistics
Signage
4
Shelter
5
WASH
6
Food and Nutrition
7
Operations
8
Protection
9
Coordination
9.1 NEOC
9.2 LEOC
9.2 EOC
Others Media
NOTES
Inject: LEOC is at the Southern Division HQ
Schools: Incident Command Posts (also shelter hubs)
Inject to ETC: Initial ICTA (initial baseline study); should identify the ICT needs on the ground
Inject to ICT Assessment: Coverage map indicating the gaps (no coverage in xx)
Cluster Assessment Officer is collecting impact information on the ground and providing SitReps to
the Cluster Lead Officer at the NEOC
Evacuation meeting points are situated in schools which have been designated as shelter hubs in
elevated locations and use media outlets such as public broadcast radio to notify their location to
the public
Logistics to establish ways of providing health supplies and tent materials to set up pop-up clinics
Inject: Once a preliminary damage assessment is done, there is a call for international assistance
from national authorities. This should be earlier rather than later in the response timeframe. <
ITU to provide satellite phones, etc.
Inject: Pre-positioned stock for all equipment (health, food, tents, medication, ICT)
Local disaster business resilience council: Local businesses offer their support and participate in
the response effort.
Ongoing notifications to the public (local and international).
Inject: Another CAP from USGS, no further waves, minor waves coming. Updates to come at the
end of Day 2 of the exercise
NDMO providing regular updates
Inject: Press briefings < NEOC press briefing on the situation
*Each cluster group to have a laptop and a few tools they need to complete the work -- two-page
report form, maybe Incident Action Template, as a template for each group
*SOP on emergency telecoms?
*Plan your response, a CONOPS
63
Annex 2.2: ICT country profile (Getonia example)
I. Telecoms Overview
Local UN/NGO ICT Working Group in place: Yes.
Telephone:
• International: Country code - 6711, satellite earth station - 1 Intelsat (Pacific Ocean).
• Mobile cellular subscriptions: 34,000 (2018).
• Mobile-cellular telephone density: 5 telephones per 100 persons (2018).
Telecommunications Regulator: Getonia Telecommunications Regulatory Authority.
Telecommunications Ministry: Getonia Ministry of Telecommunications.
Mobile operators: There are two main mobile operators in Getonia, Company X1 and
Company Z2, with maximum market share accorded to Company X1 at 75%.
Fixed-line operator: Company X1 is the only fixed-line operator on the island.
Broadcast media: Getonia Broadcasting and Television Corporation (GBTC) is the sole TV
broadcaster with 1 station; multi-channel pay TV is available; GBTC the public service
broadcaster operates 2 national radio stations, 2 provincial stations and 2 local commercial
radio stations. Amateur radio operators are very active in Getonia.
Internet:
• Internet country domain name: .go
• Internet hosts: 5,014 (2018).
• Internet users: 80,000 (2018).
• 3G and 4G connectivity exists using fibre.
Internet Service Providers: Company X1 and Company Z2 are the only ISPs, with good
Internet coverage in and around the divisions’ main cities.
Submarine Cable Connectivity: Getsub Link provides international submarine cable
connectivity, with landing points on the main island of Getonia in the capital, Getcap, and on
Get 1 and Get 2, respectively. The cable is part of a larger system linking to Sydney, with other
landing points in Samoa, Tonga and the Solomon Islands.
Tampere Convention: Getonia is a signatory to the Tampere Convention (signed in 1994).
Drone regulations: Drones may be operated in Getonia provided prior authorization is given
and approval is provided by the Getonia Civil Aviation Authority located in Getcap.
Early Warning Systems: Siren-based tsunami Early Warning Systems are present in the coastal
regions of the main island of Getonia, as well as in the two smaller islands of Get 1 and Get 2.
The sirens are under the direct operation of the Getonia Disaster Management Office
(GDMO).
Electricity Provider: Getonia Energy Ltd. is a state-owned statutory body. It is responsible for
energy generation, transmission and retail diistribution of electricity in the main divisions of
Getonia.
65
Annex 2.3: ICT standard operating procedures (Getonia example)
1.0 STANDARD OPERATING PROCEDURES (SOP) FOR EMERGENCY
TELECOMMUNICATIONS
1.1 Objectives
• Coordination of national actions to ensure the provision of telecommunication
support to the national, division and district administration levels.
• Coordination of the requirement of temporary telecommunication services in the
affected areas.
• Coordination for restoration of telecommunication services.
1.2 Key entities
For effective provisioning of emergency telecommunication services and restoration of
normal telecommunication services, the Getonia Ministry of Telecommunications (GMoT)
and Getonia Telecommunications Regulatory Authority (GTRA) will need support from the
following Ministries/Departments/Organisations:
1. Telecommunication service providers
2. Telecommunication regulatory authority
3. Ministry of Telecommunications
4. Meteorological Department (Met Office)
5. Department of Seismology
6. Getonia Disaster Management Organisation (GDMO)
7. Civil Aviation Authority
8. Directorate of Police
9. Ministry of Railways
10. Ministry of Defence
11. Ministry of Power
12. Ministry of Road Transport and Highways
13. Ministry of Petroleum and Natural Gas
14. Power Grid Corporation of Getonia Ltd.
15. Ministry of Information and Broadcasting
16. Division and district administration/agencies
2.0 PUBLIC ALERT PROCESS: Tsunami
Tsunami
If a tsunami warning is confirmed by the Department of Seismology Officer on Duty, the
process will be to immediately contact the ‘contact point’ of each radio broadcast station with
a request to immediately broadcast the pre-recorded Tsunami alert message.
66
2.1 Siren system
There are tsunami sirens situated along the coastline of Getonia. Once the tsunami alert is
formally issued, this triggers the siren system automatically resulting in the sirens sounding
to alert the public of the impending tsunami. A testing plan should be in place. Every quarter,
a tsunami drill is conducted in Getonia to ensure the systems are running and fully functional.
The sirens should be serviced and maintained once every six months by contracted
technicians, with oversight from the Department of Seismology Head Engineer.
2.2 Common Alerting Protocol (CAP) and Cell broadcast
Following a formal disaster warning, the CAP and cell broadcast messaging system may be
used for disseminating alerts and updates to the public. The Information Management Officer
is to prepare the message (90 characters maximum) based on information provided by the
Department of Seismology Officer on Duty, and/or the Pacific Tsunami Warning Centre
(PTWC). Messages can be sent to cell subscribers within a defined geo-fenced area and to all
public through the CAP format message. All messages must be approved by the Incident
Controller, or in their absence, the NEOC Operations Manager. The cell broadcast message
should be shared with Mobile Network Operators (MNOs) for dissemination to mobile phones
active in the defined geo-fenced area.
2.3 Broadcast radio (AM/FM)
The GDMO has a Memorandum of Understanding with radio broadcasters in Getonia to break
into usual programming to broadcast pre-recorded emergency warnings to notify radio
listeners that an emergency (including a tsunami) is occurring in their area. Additionally, radio
broadcasters will announce any updates on current hazards from information provided by the
GDMO or Department of Seismology.
Emergency Radio Broadcast Station
As a backup facility, an emergency radio broadcast station is deployed in the GDMO
Communications Room. The emergency radio broadcast station can be used to broadcast
Radio Getonia from the GDMO during times of disaster.
A quarterly test of the emergency radio broadcast system should be conducted by GDMO to
confirm that the system is functional. The system is composed of indoor (e.g. audio
components, computers) and outdoor (e.g. transmitters) equipment. The technical
components of the emergency radio broadcast station are managed by the Getonia
Broadcasting and Television Corporation (GBTC).
2.4 GDMO website
The GDMO website is a key tool for communicating with the public and stakeholders. The
content of the website must be updated regularly to ensure that members of the public and
the GDMO’s partners are provided with officially authorized information. The GDMO website
address is: www.gdmo.gov.
2.5 Social media channels (Facebook, Twitter)
The GDMO’s social media presence is another channel that allows the GDMO to stay in touch
with the people inside and outside of Getonia. Social media is an important information
source for the public.
67
The GDMO Facebook page and Twitter feed is managed by the GDMO’s Information
Management (IM) Officer. The IM Officer is responsible for ensuring that material has been
cleared before it is posted on the GDMO’s social media channels. The profile picture on all
social media channels should be the Getonia DMO logo. The profile name should be: Getonia
Disaster Management Office (GDMO). Facebook and Twitter both allow multiple admins on
one account (i.e. multiple user logins for one account). The IM Officer is responsible for
removing access when a person leaves or no longer requires access as part of their job.
The following GDMO staff have admin access to the GDMO’s social media:
• IM Officer
• Secretary
• Operations Manager
Facebook
The GDMO’s Facebook page is primarily a one-way broadcast from the GDMO to the public,
although comments can be posted by the public on the GDMO’s Facebook page. The page is
managed by the GDMO IM Officer.
Twitter
The GDMO’s Twitter handle is: @GDMOinfo and is managed by the IM Officer.
3.0 RADIO COMMUNICATIONS (VHF, HF)
3.1 HF and VHF radio
Two-way radio allows the operator to have a conversation with one or several two-way radios
operating on the same radio frequency (channel). Unlike other communication systems (such
as mobile telephony), messages over the HF and VHF radio system are not private and can be
heard by other people listening to the same radio channel. Messages by HF and VHF radio
should be brief and to the point so that the channel does not get cluttered.
The GDMO has:
• 1 x HF fixed base station (GDMO HQ Communications Room, Getcap)
• 1 x VHF fixed base station (GDMO HQ Communications Room, Getcap)
• 1 x VHF vehicle radio (GDMO HQ, Getcap)
• 8 x handheld VHF radios (GDMO HQ Communications Room – portable devices)
Different HF channels/frequencies are used for contacting specific stakeholders and specific
areas of Getonia. The current channel frequencies programmed into the HF radio base station
in the NEOC Communications Room are:
68
Organisation
HF Frequency
(kHz)
Channel Number: Name
Channel Description
Getonia DMO
(NEOC, LEOCs)
3260.0
Channel 0001: GDMO 1
Depending on the time of
day, users need to switch
between HF frequencies.
Generally higher frequency
bands work best during the
day, and lower frequency
bands work best at night.
5680.0
Channel 0002: GDMO 1
Getonia Red Cross
7640.0
Channel 0003: Red Cross
Inter-Island
6990.0
Channel 0004: Inter Island 1
4552.0
Channel 0005: Inter Island 2
Health
6935.0
Channel 0007: Health 2
Getonia
Meteorological
Office
5758.0
Channel 0008: Meteo 1
7747.0
Channel 0009: Meteo 2
Ambulance
5136.0
Channel 0010: Ambulance
Police
7767.0
Channel 0024: Police
The VHF repeater antenna is installed on the communications tower in the GDMO compound
in Getcap. The repeater is installed in the data centre in the GDMO compound. The GDMO
VHF channel frequencies programmed into the VHF radios in the NEOC Communications
Room and vehicles are:
VHF Channel
Tx (MHz)
Rx (MHz)
Channel Description
GDMO 1
163.50
168.10
The channels are programmed in a scan list
configuration.
GDMO 2
163.50
168.10
SIMPLEX
168.10
168.10
Operations Cluster
176.525
177.275
Police, Fire, Ambulance, SAR
Test schedule
Every week, the Communications Officer should initiate radio checks with all stations in its
network (VHF and HF). This testing helps to ensure that the system is functioning as expected.
The radio check test schedule should be prepared by the Communications Officer and all
other parties (e.g. Met Offices, Police, Division Offices) to be contacted in the weekly radio
check should be aware to expect the radio call. Non-response to radio checks should be
logged by the Communications Officer and communicated in a weekly report issued by the
Communications Officer to management.
As part of the weekly radio testing, basic checks of the GDMO radios should be conducted by
the Communications Officer to ensure devices are fully charged, antennas are well
maintained and the equipment is ready for immediate use.
4.0 SATELLITE COMMUNICATIONS
4.1 Satellite phones and BGANs
The NEOC Communications Room at GDMO HQ in Getcap is equipped with satellite phones
and BGAN terminals for satellite data connectivity. The ‘GDMO Emergency Phonebook’
69
contains a list of key contacts with their satellite phones and the satellite phone numbers.
This list should be updated regularly in consultation with partner agencies.
Satellite phones and BGAN terminals provided by the GDMO are located at each LEOC in the
Division Offices. The LEOCs may also maintain their own emergency telecommunication
devices beyond what the GDMO has provided.
4.2 VSAT
GDMO HQ in Getcap has one fixed VSAT terminal permanently deployed for backup data
connectivity in the event that the local ISP service becomes unavailable. GDMO also has a
portable VSAT terminal that can be deployed in emergencies.
5.0 UNMANNED AERIAL VEHICLES (DRONES)
5.1 Rotary drones
Staff at the GDMO and Civil Aviation Authority have been trained to fly drones. Four drones
have been pre-positioned at GMDO Headquarters in Getcap to be deployed in emergencies
for damage assessments.
70
Annex 2.4: Country overview map (Getonia example)
71
Annex 2.5: Impact overview map (Getonia example)
72
Annex 2.6: Zoom impact overview map (Getonia example)
73
Annex 2.7: Pre-coverage map (Getonia example)
74
Annex 2.8: Post coverage map (Getonia example)
75
Annex 2.9: Response plan template (Getonia example)
National Tsunami
ICT Emergency Telecommunications Response Plan
(first 5 days)
Group no.: ________
Pre-Disaster telecoms infrastructure map
The below map shows the baseline telecommunication features of Getonia (pre-tsunami
situation).
76
Tsunami-impacted area map
The below map shows the tsunami-impacted areas. Focus your ICT response plan on the
impacted areas highlighted in orange.
Response priorities
What are our objectives for the first 5 days?
For example:
– Ensure reliable communications between the NEOC, LEOCs, and ICPs as soon as possible.
– Provide local voice communications at the XYZ airport and a data connection to the
NEOC within 12 hours.
– Restore mobile networks in XYZ location(s) within X days.
1. ________________________________________________________________
2. ________________________________________________________________
3. ________________________________________________________________
4. ________________________________________________________________
5. ________________________________________________________________
77
Implementation
How will we achieve the response priorities? Who? What? Where? When? How?
Risks and Challenges
List the 2-3 most significant risks identified, and the proposed mitigation measures.
Risks/Challenges
Proposed Mitigation Measures
Equipment
Describe the equipment required for achieving the ICT response initiatives, and indicate from
where it will be sourced.
<Not required for this SIMEX.>
Staffing
Describe staffing plans for supporting the ICT response initiatives.
<Not required for this SIMEX.>
Funding/Budgeting
Outline the high-level funding plan and funding sources for running the ICT response and
supporting the activities outlined above.
<Not required for this SIMEX.>
78
Further reading
1. A practical guide for developing and conducting simulation exercises to test and
validate pandemic influenza preparedness plans (WHO, 2018)
https://extranet.who.int/sph/docs/file/2165
2. WHO Simulation Exercise Manual (WHO, 2017)
https://www.who.int/ihr/publications/WHO-WHE-CPI-2017.10/en/
3. WHO Simulation Exercise Toolbox (WHO, 2017)
https://www.who.int/ihr/publications/exercise-toolbox/en/
4. Words into Action guidelines − Design and conduct of simulation exercises − SIMEX
(United Nations Office for Disaster Risk Reduction (UNISDR), May 2017)
https://www.preventionweb.net/publications/view/53348
5. Emergency Response Preparedness (ERP): Draft for field testing (Inter-agency
Standing Committee, 2015)
https://www.preventionweb.net/publications/view/61766
6. Desktop simulation | A user’s guidebook on building successful simulations
(Logistics Cluster, 2015)
https://logcluster.org/sites/default/files/training_files/1b._simex_-
_desktop_simulation_guidebook.docx.pdf
7. Handbook on simulation exercises in EU public health settings | How to develop
simulation exercises for supporting preparedness and response to communicable diseases
(European Centre for Disease Prevention and control (ECDC), 2014)
https://www.ecdc.europa.eu/sites/default/files/documents/simulation-exercise-manual.pdf
8. Disaster simulation exercises: A how to guide for the Pacific (New Zealand
Government; Oxfam (New Zealand); Caritas (New Zealand); Christian World Service; United
Nations Children's Fund (New Zealand); Rotary Oceania; Tearfund New Zealand, 2014)
https://www.preventionweb.net/publications/view/61839
9. Government’s emergency simulations: facilitator’s guide” (Inter-Agency Standing
Committee (IASC), March 2012)
https://www.preventionweb.net/publications/view/33487
10. Handbook: Evaluation of exercises (MSB Swedish Civil Contingencies Agency, 2011)
https://www.preventionweb.net/publications/view/61869
11. Guidelines for developing emergency simulations and drills (Pan American Health
Organization (PAHO), 2011)
https://www.preventionweb.net/publications/view/61834
12. Emergency exercise development (WHO Western Pacific Office, 2009)
https://www.preventionweb.net/publications/view/61836
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Emergency
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Published in Switzerland
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ISBN: 978-92-61-30361-7
