"Letter of Instruction - Download as DOC - DOC"
LETTER OF INSTRUCTION (LOI) STATEWIDE COMMUNICATIONS FULL SCALE EXERCISE 1 and 2 May, 2012 1. PURPOSE: a. The purpose of the Statewide Communications Full Scale Exercise is to test the communications infrastructure within state and local agencies in the Commonwealth. Further, the exercise will test the ability of state and local agencies to communicate within their own agencies and with other agencies on the identified national mutual aid frequencies. This will be a statewide exercise conducted over two (2) days during which multiple portions of communications infrastructure will be tested. Participants will use provided spreadsheet documents to verify participation and to document system operations. In order for a county or state agency to receive credit for participation in the exercise, they must register for the Exercise, submit the appropriate spreadsheet documenting systems functionality, and complete the AAR. Individuals desiring credit for participation in the exercise must register for the exercise, and complete an AAR. b. This Letter of Instruction (LOI) provides guidance and outlines specific steps required to conduct the Statewide Communications Full Scale Exercise on 1 and 2 May, 2012. Suspense dates and issues are noted in red. 2. REFERENCES: a. KYEM Exercise Registration site: http://kyem.ky.gov/exercises/Pages/default.aspx b. Kentucky Emergency Management (KYEM) Master Calendar of Events. 3. APPLICABILITY AND SCOPE: This LOI applies to all KYEM personnel, local Emergency Managers and other local and state agencies involved in supporting and conducting the Statewide Communications Full Scale Exercise. 4. GENERAL: KYEM will host and conduct a Statewide Communications Full Scale Exercise on 1 and 2 May 2012. The Exercise will be conducted in all 120 counties across the Commonwealth and at various state agency locations in Frankfort, Kentucky. This exercise is Homeland Security Exercise and Evaluation Program (HSEEP) compliant and meets the requirements for participation by Emergency Management Performance Grant (EMPG) funded positions in a functional or full scale exercise as required. Local emergency managers are strongly urged to participate in this exercise. All KYEM staff members are expected to participate in this exercise. At the state level, there will be eight (8) sessions consisting of two (2) hours of instruction and hands on exercising with communications assets. Sessions will begin at 0830, 1000, 1300, and 1430 on each day of the Exercise. Each session will provide education and instruction to KYEM staff on Division communications assets and will require staff members to provide a return demonstration on the operation of basic communications equipment. Simultaneously, other KYEM staff will be participating in conducting functions outlined 3-Apr-12 1 on the schedule of events accompanying this document. Staff may be expected to participate in multiple aspects of the exercise over the two day period. Local Emergency Managers will be working with their local emergency response community to conduct two basic processes: 1. Activation of their local EOC; and 2. Conducting a test of their local communication systems. State agencies will be conducting tests of their communication assets both within their respective agencies and with other state and local agencies. Amateur Radio operators will conduct nets each evening during the Exercise with the 1 May net focusing on HF communications and the 2 May net focusing on 2 meter, 70 cm, and Echolink communications. In addition Amateur and MARS personnel will be conducting tests of the MARS Winlink systems and airborne cross-band repeater systems. In addition, the Kentucky Department for Public Health will be conducting their quarterly satellite radio checks with all hospitals, health departments and other providers on May 23rd. Their quarterly communications check schedule is published well in advance so the decision has been made to not disrupt their published schedule but rather incorporate the test results from their scheduled date into the COMEX. 5. PHASES: Planning and implementing the Communications Full Scale Exercise will be conducted in six (6) phases. a. PHASE I, CONCEPT BRIEF: This phase began with the initial planning process and includes input from the Director, KYEM staff as well as representatives of other state and local agencies on the outline of and objectives for the exercise. b. PHASE II, LOI PUBLISHED: The Letter of Instruction (LOI) with Exercise Support Documents shall be published, 5 April 2012 c. PHASE III, ROC: A Rehearsal of Concept (ROC) will be conducted on 16 April at 1300 hours in the Commonwealth EOC to review in a sequential manner, the steps and resources required to conduct the Exercise, and who is responsible for each step of the Exercise and for procuring the resources needed for the Exercise. d. PHASE IV, EXECUTION: Execution begins at 0830 on Tuesday, 1 May 2012, and will ENDEX at 2300 on 2 May 2012. Participants may be involved in multiple aspects of the Exercise over the two (2) day period. e. PHASE V, DATA COMPILATION AND SUBMISSION: Data Submission is a required element of this Exercise. Participants that fail to submit their Data Collection Document by the suspense date will not receive credit for participation in this Exercise. Documents for data collection, along with instructions for completion, will be provided to each county or agency that is participating in the Exercise. The deadline for data submission is 9 May 2012. f. PHASE VI, AAR & PROCESS IMPROVEMENT: An electronic After Action Review (AAR) will be available on the KYEM website for completion by all participants beginning on 1 May 2012. In order to receive credit for participation, registrants must complete the AAR document and submit it to KYEM no later 2200 on 9 May 2012. Participants that fail to complete the AAR by the suspense date will not receive credit for participation in this 3-Apr-12 2 Exercise. In addition to the electronic AAR, Exercise Evaluators and other leadership within KYEM will be recording and collecting comments and actions which reflect both positive and negative aspects of the Exercise (The “Hotwash”). A Process Improvement Plan will be developed utilizing comments made by participants in their AAR so that “Lessons Learned” in the Communications Exercise can be applied to similar future exercises. 6. COORDINATING INSTRUCTIONS: a. Exercise Coordinator(s): Charles O’Neal has oversight responsibility for this Exercise. Office Phone: (502) 607-1601. Cell (502) 330-2243. i. Exercise Support Personnel include: 1. Bob Stephens – Office (502) 607-1617. Cell (502) 545-8282 2. Mark Klaas – Office (502) 607-5719. Cell (502) 352-0750 3. Harry James – Office (502) 545-0173. Cell (502) 545-0173. 4. Terry Varney – Office (502) 607-5733. Cell (502) 352-0707 ii. Exercise Evaluators include: 1. Jerry Karriker (Lead) – Office (502) 607-6275. Cell (502) 545-8342 2. Sabine Gumm – Office (859) 256-3182. Cell (859) 699- 0506 b. Time Zones: All times in this LOI are Eastern Daylight Savings Time. One hour should be subtracted from the posted time for those entities operating in the Central Daylight Savings Time Zone. c. Safety: Safety is an integral part of the Exercise. All Exercise Leads are encouraged to develop a site safety plan and conduct a Safety Briefing for all participants at the beginning of each exercise session. d. Registration: Registration must be accomplished electronically on the KYEM website: http://kyem.ky.gov/Pages/default.aspx Participants that fail to register will not receive credit for participation in this Exercise. Electronic registration ensures proper documentation of training conducted and helps identify future training priorities. In addition, electronic registration provides us with the correct spelling of participants names for certificate generation and contact information for notification of future exercises. This Exercise not only provides a great opportunity to work toward the new EMPG requirement, it also provides an opportunity to increase agency capabilities. e. Funding and Travel Costs: No external funding or travel costs are anticipated. f. Meals: Meals will not be provided g. Lodging: No lodging will be provided. h. Attire: Work day attire. i. Communications: A variety of communications assets and platforms will be utilized during this exercise. Please consult the spreadsheet for your agency or community to determine exactly which assets will be tested/needed. 7. Attachments: 3-Apr-12 3 a. Tab A: Calendar of Events b. Tab B: Spreadsheet Data Compilation Documents c. Tab C: Invitation List for the ROC Drill on 16 April 2012 Points of Contact Point of Contact for this LOI is Hunter Mathews, at (502) 607-5756, cell (502) 229-3247, email email@example.com. Point of Contact for questions regarding the exercise is Bob Stephens at (502) 607-1617, cell (502) 545-8282, email: firstname.lastname@example.org 3-Apr-12 4