LETTER OF INSTRUCTION (LOI)
STATEWIDE COMMUNICATIONS FULL SCALE EXERCISE
1 and 2 May, 2012
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.
a. KYEM Exercise Registration site:
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
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
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
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)
2. Sabine Gumm – Office (859) 256-3182. Cell (859) 699-
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
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.
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 firstname.lastname@example.org.
Point of Contact for questions regarding the exercise is Bob Stephens at (502)
607-1617, cell (502) 545-8282, email: email@example.com