Fillable Printable After Action Report - Texas
Fillable Printable After Action Report - Texas
After Action Report - Texas
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After Action Report & Improvement Plan
INSTRUCTIONS
An After Action Report (AAR) is a consolidation of information gathered during the testing and
evaluation of a community’s emergency operations plan through an exercise. The report
provides feedback to participating entities and governing agencies in the achievement of the
exercise objectives and overall capabilities of the community. Information gleaned from this
process, identifies and guides future improvement actions in the Improvement Plan (IP). Feel
free to include additional information in the AAR/IP as part of internal processes within your
community’s emergency preparedness program.
To ensure grant compliance, review the appropriate guidance for all programs which this
exercise is intended to fulfill a requirement and develop the AAR format accordingly. The
DHS/FEMA Homeland Security Exercise and Evaluation Program (HSEEP) 2013 guidelines
describe the content that should be reported but does not require a specific format. Several
templates are available to assist in generating the document from the HSEEP, TDEM and other
state agency websites. Unless otherwise specified by grant requirements, communities may
also choose to develop their own format.
GENERAL INFORMATION
Single Exercise Reporting
Each exercise should be documented as a separate activity. This allows for separate
reporting of participating agencies, capability/objective analysis, and improvement planning.
•
If the same activity (i.e. seminar or drill) is repeated several times to maximize
involvement of jurisdiction or agency personnel, it may be reported as a single exercise.
•
If a regional or multi-jurisdiction exercise is conducted, it may be possible for several
jurisdictions to submit the same report provided all the necessary jurisdiction-specific
information is included. Each jurisdiction must submit individually.
Point of Contact Information
Each exercise reported by a jurisdiction should indicate a primary point of contact. This
individual should be able to answer any questions regarding the content of the report. This
person would also be contacted should there be a request to release the report outside the
TDEM Exercise unit.
Handling Instructions
Depending upon local policies, the capabilities tested, the level of evaluation, information
contained in the discussion and assessment, jurisdictions may choose to limit, classify or
prohibit further dissemination of the AAR and Improvement Plan.
Real World Incidents
Developing an AAR/IP for emergency response to real-world incidents can be an extremely
valuable means to identify best practices, resource gaps, lessons learned, and opportunities
for improvement. Some grants may allow substitution of an exercise activity with a real-
world response. To ensure compliance, review the appropriate guidance for all programs
which this After Action Report is intended to fulfill an exercise requirement.
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After Action Report & Improvement Plan
AFTER ACTION REPORT SECTIONS
The following information should be provided in sufficient volume, description and detail that an
emergency management professional with no knowledge of your community would be able to
develop a Common Operating Picture of the exercise, its conduct and outcomes.
Executive Summary
This section should provide a general overview of the goals, purpose and objectives of the
exercise. For smaller activities such as seminars and drills, the capability analysis and/or
conclusion may be included here.
Exercise Overview
Information in this section should clearly identify the specific exercise. Data should include
the exercise name, date(s), location(s), and participating local governmental and non-
governmental agencies, mutual-aid jurisdictions, state and federal partners.
Scenario
Provide a complete description of the narrative, major or key updates, and injects that drove
player action to accomplish the objectives. In most cases, the Master Scenario Events List
(MSEL) does not need to be submitted. The scenario may be presented as a separate
section, as part of the executive summary or in the exercise overview.
Capability Analysis
Identify the Core Capabilities that were tested and evaluated in the exercise. Provide a
description of the objectives within each capability, the observations, any discussion or
analysis, and the outcomes. Recommendations are often included in this section. Seminars
and workshops may include a brief analysis in the Executive Summary or Conclusion
sections.
Conclusion
The conclusion should provide a general review of the exercise, its overall outcome and
potential improvements. For small exercises, this may be included in the Executive
Summary.
Acronyms
Acronyms specific to your community or plans should be defined for readers not familiar with
your community.
I
MPROVEMENT
P
LAN
Communities can gain valuable insight and make significant improvement by critical evaluation
of plans, policies, and procedures demonstrated during exercises. The implementation of these
improvements can be assigned and tracked through an improvement matrix. Again, unless
specifically required by grant guidance, the columns of the matrix should be designed to serve
the community’s improvement program. At a minimum, consider the following sections.
•
Recommendation/Improvement/Corrective Action
•
Responsible agency and office
•
Estimated completion date
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After Action Report & Improvement Plan
TEXAS EMPG REPORTING REQUIREMENTS
For AAR/IPs intended to meet the TDEM Local Emergency Management Performance Grant
(EMPG) Guide standards, the following table will assist in identifying the information required for
each exercise activity level.
Executive
Summary
Exercise
Overview Scenario
Capability
Analysis Conclusion
Improvement
Plan
Seminar Required Required Required
Workshop Required Required Required Required
Special Event
Preparedness
Required Required Required Optional
Games Required Required Required Required Required
Tabletop Required Required Required Required Required Required
Drill Required Required Required
Functional Required Required Required Required Required Required
Full-Scale Required Required Required Required Required Required
Real World
Incident
Required Required Required Required Required Required
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After Action Report & Improvement Plan
EXAMPLE AAR SECTIONS
In general, the level of detail and length of discussion presented in an After Action Report
corresponds to the level of the exercise activity being evaluated. Seminars, by their nature, may
have very little in the way of scenario or capability analysis. Tabletop, functional and full-scale
exercise reports will likely have much more extensive and specific information. AARs for Real
World Incidents may be quite substantial.
Other factors that will influence the level of detail in an AAR include the number of capabilities
evaluated and the level of specificity of the objectives. If the exercise produced an unexpected
outcome, the analysis, evaluation and recommendations may be more extensive. Validation of
inter-agency or inter-jurisdictional roles and responsibilities may require additional explanation.
The following examples span all sections of an After Action Report and Improvement Plan.
Most sections give at least one discussion-based and one operations-based example. The level
of exercise is indicated to help discern the focus of the example.
Again, this is an open design and does not specifically utilize a single template format.
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After Action Report & Improvement Plan
E
XECUTIVE
S
UMMARY
Overview:
Discussion Based Example
The City of Readyville and Homestead County has enjoyed the benefits of fiscal appropriations
and grant funding to increase, improve and expand the collective community’s interoperable
communications systems. Over the past few years these funds have been used to evaluate
existing systems, interface capacities, identify additional agencies and organizations needing
inclusion, design and develop an integrated and comprehensive system that will support both
local and mutual-aid response. The new system has been installed and tested. Policies and
procedures have been updated, and training for all agencies has been accomplished.
An added benefit to this process has been the development of new, improved or expanded
Mutual Aid agreements with governmental and non-governmental organizations within the
county and surrounding jurisdictions. Prior to preparation for this exercise, many of these new
agreements had only been evaluated at the conceptual level and implementation procedures
were only in draft status.
Leadership in several components have identified the need to test and evaluate the entire
system, policies, procedures and the accomplished training prior to the reassignment of the
legacy system’s transition to a back-up role. The City and County have collaborated to design,
develop and conduct an exercise that evaluated the new communications system and several
existing Mutual Aid Agreements. This provided an opportunity to discuss the new radios within
public works, public health, parks and recreation, and with the independent school district. This
exercise also incorporated citizen organizations to allow evaluation of existing plans to meet
their individual and organizational special needs. Private businesses partnered with the city and
county to coordinate and provide new and additional services.
Operations Based Example
The City of Readyville and Homestead County has enjoyed the benefits of fiscal appropriations
and grant funding to increase, improve and expand the collective community’s interoperable
communications systems. Over the past few years these funds have been used to evaluate
existing systems, interface capacities, identify additional agencies and organizations needing
inclusion, design and develop an integrated and comprehensive system that will support both
local and mutual-aid response. The new system has been installed and tested. Policies and
procedures have been updated, and training for all agencies has been accomplished.
An added benefit to this process has been the development of new, improved or expanded
Mutual Aid agreements with governmental and non-governmental agencies within the county
and surrounding jurisdictions. Prior to this exercise few had been tested in an operational
environment.
Leadership in several components have identified the need to test and evaluate the physical
system, policies, procedures and the accomplished training prior to the reassignment of the
legacy system’s transition to a back-up role. The City and County have collaborated to design,
develop and conduct an exercise that evaluated the new communications system and several
existing Mutual Aid Agreements. This provided an opportunity to observe, test and evaluate the
new radio systems and procedures within public works, public health, parks and recreation, and
with the independent school district. This exercise allowed evaluation of existing plans to meet
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After Action Report & Improvement Plan
non-governmental organizational needs, clarify roles and responsibilities, and identify
duplication of effort or gaps in services. Private businesses partnered with the city and county to
analyze potential new or additional services.
Major Strengths Demonstrated: Discussion Based Example: Seminar
Participation was outstanding, representing most disaster response and recovery organizations
within the community. After reviewing the new communications plan, several comments and
suggestions were made for additional procedural processes. Contract vendors validated their
communications capabilities and requirements for service and support.
Operations Based Example
The following are significant actions observed or discussed that will be closely considered for
incorporation into departmental or jurisdictional policies, plans or procedures.
•
Use of portable SmartBoards to facilitate IAP development and improve situational
awareness between various working groups.
•
Consolidation of software programs that will be used in the EOC and ICP.
•
Development of a nomenclature system for incident files being saved on the EM server.
Areas of Improvement:
Discussion Based Example: Workshop
The new communications plan incorporates all emergency services agencies with each support
service, but does not provide for support services organizations to communicate directly
between each other. Temporarily, the Emergency Management office will begin compiling a
phone and email list that will be made available to appropriate agency representatives with
primary and secondary points of contact that includes all emergency support agencies as well
as key contract vendors and community organizations. Long term solutions may include
additional equipment purchases and procedures. Citizen organizations requested their internal
and external communication needs be included in future improvements.
Operations Based Example
Even though most actions taken were appropriate to the simulated incident, certain points were
identified as needing specific modification. The following areas will be carefully reviewed for
improvement to departmental or jurisdictional policies, plans or procedures.
Coordination of HazMat Awareness level training for personnel other than city and county
employees. Identify additional city and county departments which will begin requiring such
training for employees.
Consolidation of procedures for radio communication between multiple departments
Coordination with the Information Technology department to provide server access to critical
city and county agencies that respond to the EOC
Facilitate a needs assessment of communications systems in place or needed to support
special and functional needs citizens
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After Action Report & Improvement Plan
EXERCISE OVERVIEW
:
Exercise Name Talk the Talk 2014
Exercise Date(s) December 3-4, 2014
Exercise Type
Exercise Scenario
Lead Agency
HazMat - Facility
Readyville OEM
Exercise Location(s) Readyville EOC and Readyville FD/PD Training Center
Organizations and Participants
# of
Participants Jurisdiction Agency Plan Status
Readyville Volunteer Fire Dept
EOP Partner 3
Readyville Police Dept EOP Partner 2
Readyville Emergency Management EOP Partner 2
Readyville Public Works
EOP Partner 1
Readyville Parks & Recreation Dept EOP Partner 2
Homestead Co ISD ISD
EOP Partner 2
Homestead Co Public Health Dept EOP Partner 1
Homestead Co Emergency Management EOP Partner 2
Homestead Co Pct 4 Public Works EOP Partner 1
Veterans Memorial Hospital EOP Partner 3
Sertoma Club
Community 2
Partner Co/Big Hat City Fire Department Mutual Aid 2
State Parks & Recreation Dept
State 1
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After Action Report & Improvement Plan
E
XERCISE
S
CENARIO
Discussion Based Example – Tabletop
It is the Friday before spring break and the Homestead County Independent School District in
conjunction with the Homestead County Public Health department and the local state park are
hosting a Health and Fitness celebration at each campus. Just after lunch the students, most of
the staff, and a significant number of parents have joined 10 to 12 presenters outside each
campus’ main building to discuss and practice healthy living choices which concludes with a 2K
marathon through the local neighborhood surrounding each campus.
The City of Readyville’s wastewater treatment plant, located just inside the city limits and 1½
miles northwest of Memorial Elementary, has recently undergone several capital improvements
to include the chemical storage and dispensing systems. Today is the first of several tests to
ensure the systems are operational. At 12:32, an alarm sounds on the pressure gauge of a
pressurized chemical storage tank filled with methyl-ethyl-DoubleDeath. Technicians rush in, but
within seconds, there is an explosion. At least 2 staff members are seriously injured. The
pressurized system cannot be turned off except at the pressure valve next to the tank requiring
additional hazardous materials protective garments which Readyville must request via mutual
aid.
The temperature is 81 degrees and partly cloudy. Winds are from the northwest at 2-3 mph.
Module 2:
The incident commander at the wastewater treatment plant has recommended shelter-in-
place for anyone within ½ mile of the incident. He has recommended that anyone ½ mile to
2 miles from the plant be evacuated to a safe location. He has insufficient resources to
commit to door- to-door notifications of the entire area and will be focusing his resources on
the ½ to ¾ mile band.
Module 3:
Technical specialists recommend preparing for an 18 to 24 hour evacuation period. Media
inquiries and citizen calls are asking about recovery plans and efforts, and environmental
impacts.
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After Action Report & Improvement Plan
Operations Based Example – Functional
It is the Friday before spring break and the Homestead County Independent School District in
conjunction with the Homestead County Public Health department and the local state park are
hosting a Health and Fitness celebration at each campus. Just after lunch the students, most of
the staff, and a significant number of parents have joined 10 to 12 presenters outside the
building to discuss and practice health living choices, which concludes with a 2K marathon
through the local neighborhood surrounding each campus.
The City of Readyville’s wastewater treatment plant, located just inside the city limits and 1½
miles northwest of Memorial Elementary, has recently undergone several capital improvements
to include the chemical storage and dispensing systems. Today is the first of several tests to
ensure the systems are operational. At 12:32, an alarm sounds on the pressure gauge of a
pressurized chemical storage tank filled with methyl-ethyl-DoubleDeath. Technicians rush in, but
within seconds, there is an explosion. At least 2 staff members are seriously injured. The
pressurized system cannot be turned off except at the pressure valve next to the tank requiring
hazardous materials protective garments.
The temperature is 81 degrees and partly cloudy. Winds are from the northwest at 2-3 mph.
12:35 – First arriving LE reports multiple injuries, requests 3 EMS, fire and hazmat response.
12:38 – Wife of responding firefighter and parent of a third-grader arrives at Memorial
Elementary and demands the campus take action to protect the children.
12:52 – 911 receives a call from a local adult day care facility ¾ of a mile east of the incident
requesting assistance. Several of their clients are having difficulty breathing. Regular
breathing treatments have not been effective. Others are showing increased confusion
and irritability. They report that they cannot shelter-in-place due to a failure in their
HVAC, and are requesting assistance in transporting 30 clients including 5 in
wheelchairs and motorized scooters.
1:08 – Hospital ED reports a walk-in victim is complaining of respiratory difficulty, skin irritation
and weakness. He reports having been at the shopping center 3 blocks from the
treatment plant.
Complete MSEL available if requested
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After Action Report & Improvement Plan
EXERCISE OBJECTIVE ANALYSIS
Discussion Based Example: Workshop
Core Capability: Operational Communications
Review technical specifications of various agency communications systems, confirm the
technical ability of the mobile communications/command trailer to interface and integrate with
each system independently. Review and revise mobile communications/command trailer plans,
policies and procedures to include the new agency systems.
Observations & Discussion:
The technical specifications of all city and county agencies fall within the technical abilities of the
mobile communications/command trailer. Full technical data for private vendors and community
organizations was not available but should interface within the system. Mobile communications/
command trailer policies and procedures were drafted for further review by governing agencies.
Recommendations:
The Readyville Police and Fire departments radio management teams will coordinate with each
response and support agency separately to develop SOGs and conduct drills. The mobile
communications/command trailer should be included in upcoming multi-agency exercises to
fully test and evaluate these systems.
Discussion Based Example: Special Event
Core Capability: Operational Communications
Identify various agency communication methods and coordinate an inclusive and integrated
communications system to provide interoperability between promoter, facility and city/county
responders. Develop an all-inclusive ICS communications plan.
Observations & Discussion:
The promoter does not have sufficient organizational communications capabilities to support
emergency response, and therefore will be issued interoperable radios from the venue. Due to
expansion from previous year’s footprint, additional public address speakers will need to be
acquired and installed.
Recommendations:
Provide introductory ICS and Communications briefing to promoter and venue staff upon arrival.
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After Action Report & Improvement Plan
Operations Based Example: Drill
Core Capability: Operational Coordination
To test and evaluate the ability of the EOC and ICP to develop, maintain, and communicate a
common situational awareness of the incident, coordinate resources, and public safety
measures.
Observations & Discussion:
The ICP struggled to gain situational awareness due to the on-scene distances involved.
Information received at the EOC was often incomplete or contradictory between agencies,
increasing the need for verification. Emergency support vendors had difficulty maintaining radio
contact with the mobile communications/command trailer.
Recommendations:
Tracking of assets between city/county agencies and support vendors is fragmented due to
message management and radio interoperability. Additional training for staff in the mobile
communications/command trailer may eliminate some interoperability issues. The EOC and ICP
would greatly benefit by having reliable on-scene internet access for communication, allowing
for digital images and video
Operations Based Example: Full-Scale
Core Capability: Operational Coordination
To test and evaluate the ability of the EOC to provide assistance to the ICP while coordinating
community support response activities such as evacuation and shelter operations.
Observations & Discussion:
Situational Awareness – Upon activation, EOC leadership rapidly achieved situational
awareness via phone calls with the ICP. Information was relayed to other EOC staff by
verbal updates and posting in the EOC Information Management System. Situational
Awareness throughout the EOC was maintained by regular verbal updates and high priority
verbal announcements.
Resource Accountability – Emergency management staff had difficulty in resolving initial
resource employment and city-wide availability. Resource lists were either unavailable or
significantly out of date. Staff resorted to calling field offices of some agencies. Ongoing
accountability was accomplished utilizing a T-Card system found in the hall storage closet.
Evacuation – Initializing the evacuation procedures was efficient and expedient as many of the
regular school bus drivers had volunteered to participate in the exercise. Coordination and
tracking of evacuation busses between the bus barn, local neighborhoods and destination
shelters was ineffective. Law enforcement communicated transportation needs directly to
the bus barn, and requests were filled directly. Available EOC staff resorted to phone calls
and emails to the shelter locations to ascertain when, how many and from where evacuation
busses were arriving. The process greatly improved upon arrival of trained radio operators
who could connect with the school bus drivers and their dispatch system.
Sheltering – The process of registering citizens upon arrival at the shelters was extensive and
labor intensive on shelter staff. Volunteer victims reported waiting up to 30 minutes after
exiting the bus to register and enter the main shelter area where water, snacks and
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