TTX DIVISIONby Rodzi Md Saad

National Security Council

FINAL PLANNING CONFERENCEASEAN REGIONAL FORUM DISASTER RELIEF EXERCISES (ARF DiREx 2015)Alor Setar, Kedah | 3-5 February 2015

TABLE OF CONTENTS Preamble Purpose Of The Exercises Goals and Objectives Exercise Objectives Preparatory Activities Scope of Exercise TTX Programme (Overview) Expert Session Programmes Structure of TTX: Exercise Structure of TTX: Field Visit

& Wrap-Up Composition of TTX Players Role of Members Core Capabilities & Issues Exercise Structure &

Methodology

Components of TTX Approaches & Design Three (3) Moves Malaysia Disaster

Management Mechanism Layout TTX Exercise Guidelines Assumptions &

Artificialities Exercise Conduct Questions for TTX Core Questions: Move 1-3 Expected Outcomes TTX tools Timeline Issues for Discussions

Preamble

ASEAN Regional Forum Disaster Relief Exercise 2015 (ARF DiREx 2015) is co-organized by the Government of Malaysia and the Government of the People’s Republic of China. The ARF DiREx 2015 Tabletop Exercise Situation Manual (TTX SitMan) provides exercise participants with all the necessary information for their roles in the exercise. The SitMan is developed with the inputs, advice and assistance of the members of the ARF DiREx 2015 TTX planning team.

Purpose of Exercise

The purpose of this exercise is to provide participants with an opportunity to review and discuss disaster response plans and capabilities in an affected country by both national authorities and external multi-lateral organizations such as the ARF and the international humanitarian community. The exercise will focus on national and on-site emergency command and control and coordination, critical decisions, notifications, and the coordination and integration of regional and international humanitarian supports.

To assess the capacity of ARF members in response

to disasters and coordination between

civil and military agencies

To test and identify gaps and challenges of existing

SOP/Protocols/Tools of ASEAN, Regional,

International and the affected host nation pertaining to multi-

national disaster operation.

Addressing strategic issues related to existing

national and regional procedures and

coordination mechanisms for large-scale disaster

management

GOALS AND OBJECTIVES

Exercise Objectives  Disaster Relief and Emergency Response, including the ASEAN-Emergency Rapid

Assessment Team (ERAT); Effective operationalisation of the ASEAN Coordinating Centre for Humanitarian

Assistance on disaster management (AHA Centre) and its important role as the operational engine of AADMER to enhance regional cooperation in disaster management and ensure ASEAN’s collective response to disasters in the region;

Coordination of multi-national maritime search and rescue; To test the civil-military coordination efforts, create synergy, and synchronize

efforts towards supporting the effective implementation of the ASEAN Agreement on Disaster Management and Emergency Response (AADMER) as the common platform for disaster management of the region. It will also continue the progress made by the previously held ARF DiREx and “take on” some of the recommendations made by the previous Co-Chairs.

Strengthen the effective utilisation and quick deployment of the ASEAN Standby Arrangements

Management of mass casualties which among others would involve communication breakdown and engineering difficulties;

Receiving of aid / humanitarian assistance as well as its effective and timely distribution, including effective coordination of international assistance from the UN, NGOs and the private sector.

Special needs of vulnerable population i.e. women, children and people with disabilities in the disaster area. Among others this could involve the setting up of a special medical facility to cater for the needs of the vulnerable group;

Management of consular assistance to foreign tourists in the disaster area; Coordination and information sharing with foreign embassies in the disaster

affected country; Management of media officials and control of information outflow (management

of information); and Role of international and local volunteers and their coordination with the HADR

authorities.

Exercise Objectives

Preparatory Activities

Preparatory activities have been undertaken for the development of ARF DiREx 2015 Table Top Exercise, including the following activities:

Bilateral Malaysia – China Meetings; National Planning Conference, Kuala Lumpur, 25-28 June 2014; Initial Planning Conference (IPC) and Site Survey ASEAN Regional

Forum on Disaster Relief Exercise (ARF DiREx) in August 2014 in Kedah and Perlis, Malaysia;

Planning Workshop on DiREx 2015, Shanghai 17-21 October 2014 ; Co-Chairmen Preparatory Meeting, Kuala Lumpur, 14 and 15

January 2015; National Coordination Meeting, Cyberjaya , 21 January 2015; and Final Planning Conference (FPC) and Site Survey ARF DiREx on 3 – 5

February 2015 in Alor Setar. Kedah, Malaysia

SCOPE OF EXERCISE

The 2015 ARF DiREx TTX is practical and realistic, aiming to address the diverse strategic issues of multi-national disaster relief operations and coordination. The exercise scenarios will be challenging as some elements of surprise wil be introduced. The idea is to allow the responders to react spontaneously to the surprise elements.

The entire exercise will be integrated in nature with one component being linked to the other. It will also be paralleled to the field exercise. The TTX’s basis references include, but not limited to, relevant regulations and coordination mechanisms within ARF Participation Countries.

The TTX is a discussion-based exercise, using the “move” approach to reflect flow of time and situation changes and development.

• Address the diverse strategic issues of multinational disaster relief operations involving ARF Participants based on the agreed ARF DiREx 2015 Concept Paper.

• The TTX will also address practical, realistic issues and problems that may be arise and hinder the effective management of FTX elements (e.g: CBRNe, maritime SAR, etc.)

• The TTX will address several stages of large-scale multi-national disaster response based on relevant regulations and coordination mechanisms.

SCOPE OF EXERCISE

TTX PROGRAMME ( Overview )

25 MayAM PM

Expert Session Briefing + TTX BriefingTTX

ALL

26 MayAM / PM

TTX ALL

27 MayAM

FTX Field Observation by individual interest

27 MayPM

AAR by individual interest

25 May 2015

9.15 –9.45 AM The Framework For Disaster Management and Emergency Management In Malaysia ( NSC Directive No 20 )

NSC

9.45 - 10.15 AM An Overview of ASEAN Mechanism for Disaster Management and Emergency Response

ASEAN / AHA Centre

10.45-11.15 AM An Overview of ARF Mechanism for Disaster Management

ARF

11.15 – 11.45 AM The Role of the Humanitarian Community in International Disaster Relief Operation

UN

11.45 – 12.15 Key Definitions, Core Responsibilities, Regional and International Support, Initiation and other Key Legal Matters

IFRC

EXPERT SESSION PROGRAMMES

Plenary Discussion25May1430-1700

Move 1 Initial Response Determination Process - National Perspectives

Thematic Group Discussion

26May0900-1230

Move 2 How external supports fit into national Humanitarian Assistance and Disaster Response (HADR) process?

26May1430-1700

Move 3Transition / De-mobilization (Week 2+)

International Coordination Framework-Coordination structure of the affected country

International (UN) and cooperation Regional (ASEAN, ARF) Coordination

- Civil - military coordination

and cooperation

National Framework (Logistics , CIQ, PI)-Supply & transportation of relief personnel andmaterials-Receive & distribute relief-Public Information and Information sharing

Foreign Citizen Assistance-Diplomatic &consularIssues-Migrant & foreign workers

Facilitator

Observers

STAKEHOLDERSCivil and military officers representing ARF member countries, embassy and consular, international organizations and non-governmental organization

LOGISTIC

EX DATA COLLECTO

R

EX CONTROL GROUP

COMPOSITION OF TTX PLAYER

Participants Exercise Controller provides the scenarios build up, exercise

injections and overall simulation of exercises. Facilitators provide situation updates and moderate discussions.

They also provide additional information or resolve questions as required. Key planning committee members may also assist with facilitation as subject matter experts (SMEs) during the TTX.

Players respond to the situation presented based on expert knowledge of response procedures, current plans and procedures, and insights derived from training. Potential players of TTX include but are not limited to: Civil defense and military officers representing ARF member countries, Embassy and consular staff, and selected international organizations and non-governmental organizations responsible for HADR at the operational and strategic level.

Observers support the group in developing responses to the situation during the discussion; however, they are not participants in the moderated discussion period.

Before

Mission

• Developing Strategy Preparation

• Developing Action Plan

• TTX Training

During

Mission

• Response• Inter and Intra Agency

• Multi Sectorial• Organised Plan• Debriefing• Demobilisation

After Missio

n

Roles of member

s• Review• Analysis• Report• Recommendati

on

ROLE OF MEMBERS

Core Capabilities and Issues

The capabilities and issues listed below have been selected by the ARF DiREx 2015 TTX Working Group from the priority capabilities identified during the ARF DiREx 2015 Planning Conferences. These capabilities provide the foundation for development of the exercise objectives and scenario, as the purpose of this exercise is to measure and validate performance of these capabilities and their associated critical tasks:

Early Warning Initial Response Communication Coordination Mechanism Integration of Exercises Civil-Military Coordination Public Information and Warning Consular

Components of TTX

Expert Session on Framework and Response Exercise After Action Review (AAR) The Expert Session will be convened prior to the Exercise with the

purpose to provide relevant information to all participants on the frameworks and mechanisms of disaster management of the affected nation, Malaysia, as well as on mechanisms to facilitate and coordinate external disaster relief supports from other ARF countries, international and regional organizations.

Throughout the Exercise, framing questions will be raised to generate discussion and sharing of opinions. Some questions may be directed to specific participants but other comments will also be welcome. On certain issues, facilitators may encourage further discussion to generate betterunderstanding on the matter and issue. Meanwhile, it is important that participants are familiar with existing references materials.

TTX Working Group Discussion Prepare set of questions to

simulate discussion and decision making according to “real-life” roles and functions

Based on relevant documents (SASOP, ARF Guidelines, Oslo Guidelines, etc.)

APPROACHES AND DESIGN

TTX WG will be organized by a multi-agency team comprising of civil and military organizations

Anticipated participants of TTX

a. StakeholdersCivil and military officers representing ARF member countries, embassy and consular, international organizations and non-governmental organization

b. Observers

Observers to be nominated by ARF member countries.

APPROACHES AND DESIGN (2)

The 3 Moves Move 1 – National Initial Response and Incident Notification

Move 2 – External (Regional and International) Response and Relief Operations

Move 3 – Recovery and Demobilization

The TTX Exercise will utilize one plenary for move 1 and thematic group discussion for Move 2 and Move 3. At the beginning of each move, a scenario update will be provided.

Upon exercise completion, the AAR Session will be convened by the AAR team in the areas including but not limited to TTX results vis-à-vis objectives, major Issues identified during the TTX, recommendations from the TTX

National Command(Embassy)

Humanitarian CommunityUN Office, IHO Office

IOCCMNCCLO

OCHA, AHA, IFRC, UNDAC, WFP

Foreign Military Forces

LO

SAR TeamHADR Team

OSOCC, ERAT,HADR Team

DISASTER

OTHER GOVT AGENCY RMP, F&RD, SMART, MCDD, MOH, MMEA, MAF, SWD,

NGO

EMERGENCY OPERATION CENTRE (EOC)

NATIONAL SECURITY COUNCIL

ICC

MALAYSIA DISASTER MANAGEMENT MECHANISM

TTX VENUE LAYOUT

6

HUMANITARIAN COMMUNITIES

10

IOCC

10

MNCC

5

OSOCCERATHADR

4

EX CONTROLLERS

5

ICC

10

OBSERVERS

SCREEN/LCD SCREEN/LCD

FACILITATOR

2X Facilitators2x Time Keeper2x RappoteursINTEGRATO

RREGIONAL/

INTERNATIONAL

NATIONAL/ LOCAL

5

EMBASSY

5

FOREIGN MILITARY FORCES

8

NATIONAL SAR

8

OTHER GOVT AGENCIES

10

EOC

8

HADR

OTHERS

NUMBERS: TOTAL CHAIRS

RDC

EXERCISE CONTROL STRUCTURE

CHIEF CONTROLLER

TTX EOC

SCENARIO MANAGER

HEAD : DY HEAD :

CHIEF : NSC DY CHIEF : CHINA

CHIEF : DY CHIEF :

CHIEF : DY CHIEF :

EMERGENCY OPERATION CENTRE (EOC)

RMP F&RDMCDD

MOH SWD MAF

DOE MD MMD

NSC

MULTI AGENCIES COORDINATION CENTRE

MNCC IOCC

MMEA

INTERNATIONAL ORGANISATION COORDINATING CENTRE (IOCC)

HEAD OF IOCC

(NSC STAFF)

Rep From AHA

CENTRE

Rep From UNOCHA

IFRC

Rep From WFP

Rep From

UNDAC

Malaysian

NGO’s

Multi National Coordinating Centre (MNCC) ORGANISATION

COMMANDER : MALAYSIA

DEPUTY COMMANDER : CHINA

CHIEF OF STAFF : MALAYSIA

DEPUTY CHIEF OF STAFF: CHINA

J 1 (PERS)MALAYSIA

CHINA

J 2 (INT)

J 3 (OP)MALAYSIA

CHINA

J 4 (LOG)MALAYSIA

CHINA

J 5 (PLAN)MALAYSIA

CHINA

J 6 (COMMS)MALAYSIA

CHINA

J 9 (MED)MALAYSIA

CHINA

PUBLIC AFFAIRS

CIMIC

TTX Exercise Guidelines

TTX is an open, low-stress, no-fault environment. Varying viewpoints, even disagreements, are expected.

Respond based on your knowledge of current plans and capabilities (i.e., you may use only existing assets) and insights derived from training.

Decisions are not precedent setting and may not reflect your organization’s final position on a given issue. This is an opportunity to discuss and present multiple options and possible solutions.

Issue identification is not as valuable as suggestions and recommended actions that could improve response and preparedness efforts. Problem-solving efforts should be the focus.

Assumptions and Artificialities

In any exercise a number of assumptions and artificialities may be necessary to complete play in the time allotted. During this exercise, the following will apply:

The scenario is plausible, and events occur as they are presented.

There is no “hidden agenda”, nor any trick questions.

All players receive information at the same time.

The TTX will test national, regional and international mechanisms for the coordination of multi-national humanitarian assistance and disaster relief.

In order to: Identify gaps and other challenges in those

mechanisms requiring strengthening or remedial action.

Enhance the effectiveness of civil-military coordination for HADR-related activities.

EXERCISE CONDUCT

FPC ARF DiREx 2015 | Alor Setar, Kedah | 3-5 February 2015

EXERCISE CONDUCTDISASTER INJECTIONS BY

CONTROLLERS

FACILITATORS

PLAYERSCMOC

MNCC

OSOCC AHA

EOC

LEMA

RDC

Questions for TTX• Core Capabilities identification:

– Initial Response– Communication– Coordination Mechanisms– Civil-Military Cooperation– Public Information

• Format:– Each move and group will have core questions– Facilitators will be equipped with supporting

questions according to 5 identified core capabilities

Core Questions: Move 1 & 2

• Move 1:

“What is the national coordination structure including procedures for requesting and accepting international assistance?”

• Move 2:

Group 1: International Cooperation Framework“What are the mechanisms being used and your

challenges has in integrating those into the affected nation procedure? (to ask the three targeted audience)”

Core Questions: Move 2• Group 2: National Framework (Logistics, CIQ, PI)

“Does the affected nation anticipate any international assistance? If so, what issues regarding the receiving, acceptance, tracking, management, and integration of incoming international assistance resources need to be considered?”

“What are the procedures of offering assistance to the affected country?”

Core Questions: Move 2

• Group 3: Foreign Citizen Assistance

“How is information disseminate and shared with Foreign Embassies; and then passed to affected foreign nationals?”

“How do Foreign Embassies determine focal points and mechanisms for coordination between host government and diplomatic missions?”

“How can overseas missions and Emergency Response Teams engage with the on-site operations coordination centre (OSOCC)?”

Core Questions: Move 3• Group 1: International Cooperation Framework

“What are the mechanisms being used and your challenges has in integrating those into the affected nation procedure? (to ask the three targeted audience)”

• Group 2: National Framework (Logistics, CIQ, PI)

“What are the processes of demobilization of international assistance

resources back to the host/providing organizations?”

“After accepting international assistance, does the affected nation has the resource tracking and utilization system to fulfill reporting requirements of the assisting nations?”

“What are the reporting requirement of the assisting nations?”

Core Questions: Move 3

• Group 3: Foreign Citizen Assistance

“How are offers of assistance determined and put forward to the host government?”

“What are the protocols/arrangements around the repatriation of foreign nationals affected?”

Participants

• Facilitators

• Players:–ARF Member Countries–Related International Organizations

• Observers

Participating member states, regional, international HR, NGOs selection process

Submission

• Application deadline by end of IPC, 31 Mac 2015

TTX Team composition confirmed

• 31 Mac 2015

PARTICIPANTS

• Identified gaps, challenges and recommendations for the further development and improvement of relevant strategic issues and procedures

– For example, national laws and regulation, SOP/protocols/tools/guidelines and documents of host country, ARF participants and participating international organizations

• Strengthening HADR collaboration and coordination among ARF participants and participating international organizations/NGOs.

• Improve understanding of civil-military coordination mechanisms and processes in order to maximize the utilization of civil-military assets for HADR-related activities.

EXPECTED OUTCOMES

Expected Outcomes

• Identification of national/ regional/ International mechanisms or channels for cooperation during major disasters (for international organization and embassies within the affected countries)

• Recommendations on how to coordinate between civil and military during major disaster

TTX Tools

• The working group had developed the following tools for the exercise:

– Situation Manual– Participant Feedback Form– Facilitator briefing guide

Timeline

• 1 Mac – 7 Mac 2015– Send out invitation to all participants

• 15 Mac -31 Mac 2015– Confirmation of the facilitators

02 May-04 May 2015

Controllers and Facilitators MeetingBriefing

Define “Strategic level” and its coverage

Grouping for TTX discussion

Phases

Initial set of questions for TTX day

Expert briefing session

ISSUES FOR DISCUSSION

THANK YOU

TERIMA KASIH