ࡱ> 47123 bjbjAA p#y#yjj:::::4nnnhn ( ">P"d" $&&&&&&,˱}R:p"""p"p"R|$:: Tg|$|$|$p"f: : $|$p"$|$|$z4G#tj}0ޢ9|$9|$(: p"p"p"RR|$p"p"p"9p"p"p"p"p"p"p"p"p"j :    INTERGOVERNMENTAL OCEANOGRAPHIC COMMISSION (of UNESCO) Twenty-Fourth Session of the Intergovernmental Co-ordination Group for the Pacific Tsunami Warning and Mitigation System (ICG/PTWS) 24-27 May 2011 Agenda Item 4.2 REPORT OF PTWS EXERCISES TASK TEAM LAURA KONG, ITIC JO GUARD, NEW ZEALAND TASK TEAM CO-CHAIRS PTWS EXERCISES TASK TEAM REPORT TO IOC/PTWS-XXIV 1. SUMMARY The ICG/PTWS PTWS Exercise Task Team under Working Group 2 was formed by Recommendation ICG/PTWS-XXIII.2, PTWS EXERCISES (Annex I) at the Twenty-third Session of the ICG/PTWS in February 2009. The Task Teams Terms of Reference are to review the PacWave08 Summary Report to identify lessons learned, and design and carry out Exercise Pacific Wave 2011 (PacWave11). The IOC should announce the Exercise to Member States 180 days in advance and the Exercise Manual should be available at least 90 days in advance. This report summarizes the activities of the Task Team during the intersessional period. The Task Team on PTWS Exercises met for three brief sessions during the PTWS Working Group 2 Meeting in Wellington, New Zealand 28 February 4 March 201; the report from these meetings is contained in Appendix V of the PTWS Working Group Two Report to the PTWS-XXIV PTWS-XXIV Working Document xx). A follow-up working meeting by the Co-Chairs was held at ITIC 13-19 April 2011, where the Co-Chairs also participated to the last day of the PTWC-JMA Coordination Meeting (see PTWS-XXIV Working Document xx for summary) to discuss logistics and scenarios for PacWave11. A summary of the April working meeting is found in Annex II. The Co-Chairs are Jo Guard (New Zealand) and Laura Kong (ITIC). Members of the Task Team are PTWC, JMA NWPTAC, France (Dominique Reymond), Indonesia (BMKG), New Zealand (GNS Nora Gale, Ken Gledhill; MCDEM, David Coetzee), Nicaragua (INETER, Angelica Munoz), Papua New Guinea (Mathew Moihoi), Philippines (PHIVOLCS), Russian Federation (Tanya Ivelskaya, Sakhalin TWC), Samoa (Filomena Nelson), South America representative, USA (Brian Yanagi, ITIC), and the PTWS Secretariat. As a result of the Task Team meetings, the following has been accomplished: PacWave11 will be held on 9-10 November 2011 as a multi-scenario exercise that will allow PTWS countries to exercise using a destructive local or regional tsunami scenario. PacWave 11 will also be used to test new tsunami advisory products of the PTWC (as recommended by the PTWS Task Team on Enhanced Tsunami Warning Products, ICG/PTWS-XXIV Working Document xx). IOC Circular Letter 2390 was issued on 13 May 2011 announcing the exercise and requesting PTWS Countries to nominate a PacWave11 focal point by 10 June 2011. The scenarios available will be Kamchatka (Kuril-Kamchatka Trench) Ryukyu Islands (Nansei-Shoto Trench) Philippines - South China Sea (Manila Trench) Philippines - Pacific Ocean (Philippines Trench) Vanuatu (New Hebrides Trench) Northern Chile (Peru-Chile Trench) Ecuador (Colombia Ecuador Trench) Central America (Middle America Trench) Aleutian Islands (Aleutian Trench) 2. BACKGROUND The two previous PTWS exercises, Exercise Pacific Wave 2006 (PacWave06, http://itic.ioc-unesco.org/index.php?option=com_content&view=article&id=1658&Itemid=2333&lang=en) and 2008 (PacWave08, http://itic.ioc-unesco.org/index.php?option=com_content&view=article&id=1597&Itemid=2333&lang=en) were the 1st basin-wide exercises conducted under the global coordination of UNESCO/IOC. PacWave06 has become the model for other basin-wide exercises, such as Indian Ocean Wave 2009 and Caribbean Wave 2011. Due to the 2009 Samoa and 2010 Chile Tsunamis, the biannual Pacific-wide exercise (originally scheduled for 2010) was delayed. The PTWS Steering Committee recommended in its meeting in August 2010 to conduct the next exercise, Exercise Pacific Wave 2011 (PacWave11), in second half of 2011 as a multi-scenario, real-time exercise to enable all PTWS countries to participate. At the TOWS Inter-ICG Task Team meeting in December 2010, Task Team 2 on Disaster Management and Preparedness was noted that there is no generic and consistent guideline available for ICGs on the development, management, and evaluation of tsunami exercises. With the prevalence of exercises now being conducted, the Task Team recommended that a compilation be done noting that the focus of exercises is on the testing of SOPs of TWCs and DMOs; such a resource could be shared across ICGs and be applicable to both exercise coordinators and exercise players (watch & warning centres, as well as disaster management agencies). 3. LESSONS LEARNED FROM PACWAVE08 AND RECOMMENDATIONS OF THE TOWS INTER-ICG TASK TEAM ON DISASTER MANAGEMENT AND PREPAREDNESS The Task Team reviewed the Exercise Pacific Wave 2008 Summary Report (2009) findings and considered the outcomes and Concept Notes of the TOWS Inter-ICG Task Team on Disaster Management and Preparedness (Dec 2010) in order to develop the framework for Exercise Pacific Wave 2011. Annex III lists issues identified from PacWave08 and previous exercises, and the resulting recommendations for PacWave11. Annex IV contains the recommendations and Concept Notes of the Inter-ICG Team. The recommendations highlight the recurring importance of keeping contact information current and the need to have standard operating procedures in place for rapid response. Having reliable and timely alert communications to be able to reach vulnerable coastal communities, and all people on the beach, continues to be a challenge for many countries. Finally, the post-exercise evaluation process that highlights weaknesses needing improvement or correction needs to be emphasized as essential for achieving high readiness. Toward these ends, an exercise planning, conduct, and evaluation guideline, and a more streamlined evaluation questionnaire, would be useful to countries. Following these should make it easier for regional themes of action to be concluded. During the intersessional period, three locally-destructive tsunami occurred. On 29 September 2009, just over seven months after the ICG/PTWS-XXIII, Samoa, American Samoa, and Tonga were hit by the largest deadly tsunami since the 1998 Sissano, Papua New Guinea event. Altogether, 192 lives were lost locally. This was followed five months later by the 27 February 2010 Chile tsunami where 124 lives were lost. And one year later, the Pacific and the world watched the 11 March 2011 Japan tsunami devastate the Honshu coastlines within 30 minutes claiming tens of thousands of lives. The three destructive tsunamis in three far-away Pacific sub-regions serve as sober reminders to all of the need for every country to be prepared. Accordingly, PacWave11 is being designed to assist countries in preparing for local or regional tsunamis. 4. CONDUCT OF EXERCISE PACIFIC WAVE 2011 The following describes details on the conduct of PacWave11. Annex V gives a summary of the activities and products of PacWave11 and the progress to date. PacWave11 will simulate Pacific countries being placed into a Tsunami Warning situation, and require Member State decision-making, and steps taken to just prior to public notification. The exercise is not required to be conducted through to community level. Countries are requested to nominate a National Focal Point for PacWave11. Additionally, countries should form PacWave11 Planning Committees in order to identify who, what, and how exercise will be conducted within their country. Dates and Announcement to Member States The Task Team agreed to conduct PacWave11 9-10 November 2011. It was noted that this would be during or just prior to APEC, which will be held in Honolulu this year. PacWave11 will thus offer a high-visibility opportunity to showcase the PTWS system. Many APEC high-level diplomats will be in Hawaii for APEC. APEC Countries should take advantage of this timing to improve tsunami awareness and build the case for increased sustainable resources. The IOC Circular Letter (CL 2390) announcing PacWave11 was issued on 13 May 2011 (about 180 days in advance). Purpose The purpose of the exercise is to improve local and regional source tsunami warning capability in the Pacific. The exercise provides an opportunity for Pacific countries to exercise their operational lines of communications, review their tsunami response procedures, and to promote emergency preparedness. Every Pacific country is encouraged to participate. Objectives Two overall objectives are proposed for Exercise Pacific Wave 11. Within the overall objectives, several sub-objectives are proposed. Each country may expand upon and/or customise its own objectives for the exercise. To validate understanding and use of PTWS Experimental Products. To utilise PTWC experimental products, including forecast models and other science information, for timely national hazard assessment. Validate the issuance of tsunami advice from the PTWC and JMA/NWPTAC Validate the receipt of tsunami advice by Pacific country TWFPs. To validate the readiness to respond to a local/regional source tsunami To improve operational readiness (before the exercise, ensure appropriate tools and response plan(s) have been developed, including public education materials Conduct pre-exercise public education on responding to tsunami Validate dissemination of warnings and information/advice by national tsunami warning centres to relevant in country agencies. Validate the organisational decision making process about public warnings and evacuations. Validate the methods used to notify and instruct the public. Assess the elapsed time until the public would be notified and instructed/advised. Validate public information material did/would the public understand what to do, and did they do it? Useable/actionable Messages to the public should be clear, concise and timely. Exercise Scenarios The Task Team identified various scenarios that could be used. In April, the ITIC conducted an online survey with the Task Team, PTWS Working Group 2, and the PTWS Steering Committee to solicit input on which scenarios are the highest priority to exercise. The PTWC provided tsunami forecast models (energy and maximum amplitudes, using its RIFT software) for the survey. On the last day of the PTWC-JMA Coordination Meeting (13 April 2011), PacWave11 coordination and logistics were discussion with PTWC and JMA NWPTAC. The Aim and Objectives were agreed upon, and preferred scenarios were identified to try to cover all PTWS countries. Survey results were used to finalize the scenarios. Several countries requested specific source locations for the earthquake source to be used in the scenario. For International TWC messaging, it was decided that PTWC/NWPTAC/WCATWC will only issue the 1st message; afterward exercise injects should be done by the countries themselves using the exercise manual. NWPTAC agreed to provide scenarios in their area of coverage. Experimental Products PacWave11 will use the PTWC new experimental products as proposed by the PTWS Enhancing Tsunami Warning Products Task Team. The new products will be implemented through an experimental phase starting with PacWave11 and operationally in 2013. The evaluation questionnaire will be augmented to be able to obtain feedback on the new products. Time of Event: The request from the SW Pacific is for the events to commence during daytime working hours. The Task Team will seek inquire to other regions if there are similar requests. International Tsunami Warning Centre Messages To reduce confusion of many messages from many scenarios, and to reduce the size of the manual and save on costs for hard copy printing and distribution, it was decided that exercise messages should be available and accessed online through a secure web site. Participants would be able to access their chosen scenario and the ensuing messages and associated data in a user-friendly manner. Because each event will likely be a destructive basin-wide event, messages could continue for 24 hours. However, since the aim of the exercise is to prepare for local and regional tsunamis, only the first few hours of messages should be needed. An initial Exercise Start Message will be issued by the Pacific Tsunami Warning Center (PTWC), the Northwest Pacific Tsunami Advisory Center (NWPTAC), and the West Coast/Alaska Tsunami Warning Center (WC/ATWC). Subsequent bulletins will be available on the PacWave11 website and referred to in the PacWave11 Exercise Manual Exercise Manual A PacWave 11 Exercise Manual will be distributed in August 2011 with further details on the scenarios as well as the text of simulated Exercise Start Messages from PTWC, WC/ATWC and NWPTAC and how participating countries should access following messages. Annex VI gives the provisional table of contents. How to Plan, Conduct, and Evaluate Tsunami Exercises guidance New Zealand (NZ) and ITIC will provide a How to Plan, Conduct, and Evaluate Tsunami Exercises guidance manual (possible IOC Publication) that can be used for trainings to support PacWave11 starting from July 2011. Materials will be based on the NZ exercises guideline (CDEM Exercises, 2009) and best practice examples from New Zealand (Tangaroa National Tsunami Exercise, 2010), USA (Hawaii and California examples), Philippines (PacWave06 and others), and Indonesia (annual demonstrations since 2005). Annex VII gives the provisional table of contents. An essential component of any exercise is the post-exercise evaluation. To encourage a consistent approach, guidance and best practice examples are being shared. The goal of evaluation is to validate strengths, test the feasibility of standard operating procedures, and identify improvements. Each country that participates in PacWave 11 is expected to conduct its own debrief. This may take the form of an immediate debrief on the day of the exercise, followed by individual agency debriefs during the following week. A debrief that includes all country participants is desirable in order to facilitate a collective and official national evaluation. PacWave11 country evaluations that are then submitted will contribute to the collective PTWC international evaluation. Post-Exercise Evaluation: Evaluation will focus on the adequacy of plans, policies, procedures, assessment capabilities, communication, resources and inter-agency/inter-jurisdictional relationships that support effective tsunami warning and decision-making at all levels of government. Participants are requested to fill in all reports and score each sub-objective, fill in detail where requested and make any comments in the spaces provided on the attached forms. Evaluation will be based on Reporting on each of the core objectives described above. Specific measurables of the some of the core objectives. PacWave11s Evaluation Questionnaire will be aligned better with the PTWS Medium Term Strategy and its activities for strengthening warning and response. Since compilation and analysis of country-submitted post-exercise surveys by hand had been time-consuming and tedious, it was agreed to employ electronic surveys to facilitate a more efficient and faster evaluation process. To encourage consistency and build commonality in approach among ICGs, it was proposed to encourage IOWave11 to use the same methodology and/or questionnaire developed by the PTWS for PacWave11. The PTWS Exercises Co-Chairs will liaise with IOWave11 (to be held 12 Oct 2011) Task Team Chairs India and Australia. Chris Ryan, Australia BOM, volunteered to serve as contact for interfacing presently. Evaluating PacWave11 Performance The exercise will be a success when the following criteria are met: The core objectives are exercised, performance evaluated and reported upon. The dynamics between the Tsunami Warning Centers, national tsunami focal points and information dissemination points within countries at the onset of a local or regional tsunami event are illustrated and understood. Local / regional tsunamis are those which will impact coasts within 3 hours. Areas where aspects of warnings for a local or regional source tsunami event can be improved are identified, both for tsunami warning centres and individual countries. It supports the establishment or review of planning for response to tsunamis at national and provincial / local levels. To finalize the PacWave11 Summary Report, and as part of the implementation of the new PTWC products, it is proposed that the PTWS Exercises Task Team, the proposed PTWC Experimental Products Task Team, and the PTWS Steering Committee meet together in April or May 2012 to discuss the feedback on the exercise and new products. PacWave11 Pre-briefings and Training Where possible and requested, briefings and SOP training could be requested, pending funding. The ITP-Hawaii 2011 will have a focus on the planning, conduct, and evaluation of tsunami exercises in the context of exercising warning and emergency response standard operating procedures. An IOC Circular Letter inviting nominations for the training will be issued in mid-June 2011. ANNEX I. Task Team on PTWS Exercises (Rec ICG/PTWS-XXIII.2 PTWS Exercises) Terms of Reference: (i) Review the PACWAVE08 evaluation report (ii) Identify lessons learned and develop recommendations based on the PACWAVE08 evaluation and submit recommendations to the PTWS Steering Committee (iii) Design and carry out a third end-to-end Pacific-wide exercise with the following characteristics: a. The exercise will take place preferably in the fourth quarter of 2010 b. The exercise scenario be a major tsunami originating in the central south Pacific (e.g., Tonga-Kermadec) to complement previous scenarios in other places c. The exercise date be finalized by the Task Team and the exercise announced to Member States at least 180 days in advance of the exercise date d. The exercise manual including instructions to Member States regarding their participation and the evaluation instrument be prepared with content and structure similar to what was prepared for the previous two Pacific-wide exercises, but taking into account lessons learned and any need to collect additional information e. The exercise manual be distributed to Member States at least 90 days in advance of the exercise date f. Participating Member States be asked to complete and return the evaluation instrument no more than 90 days following the exercise g. The exercise be played out in real time h. The exercise be considered as a way to test new products from the international TWCs including graphical products ANNEX II. PACWAVE11 EXERCISE DEVELOPMENT AND PLANNING MEETING Dates: Wednesday 13 April to Tuesday 19 April 2011 Personnel: Laura Kong ITIC Brian Yanagi - ITIC Jo Guard - MCDEM, New Zealand DateTimeNotesWho13 April 20111100-1630Join last day of PTWC-JMA Coordination meeting to discuss PacWave 11 Discuss aim, objectives, scope and scenarios for exercise. Ken Gledhill, GNS, New Zealand; SW Pacific WG Chair; Mohd Rosaidi Che Abas, Malaysia, South China Sea WG Chair; Prih Hardjadi, Deputy Director, BMKG, Indonesia; Laura Kong, Director, ITIC; PTWS Exercises Task Team Co-Chair; Brian Yanagi, ITIC; PTWS Exercises Task Team Member; Jo Guard, MCDEM, New Zealand; PTWS Exercises Task Team Co-Chair Charles McCreery, Director, PTWC; PTWS Enhanced Tsunami Warning Products Task Team Chair Takeshi Koizumi, JMA; NWPTAC * Rest of participants  0930 1700Review Wellington meeting results and compile to-do list Confirm milestones Review and create key documents Discuss and rework aim and objectives Discuss and rework evaluation content and questions to ask Identify and list resources to consider using Kong, Guard, Yanagi15 April0930 1700Mock up Ex PacWave 11 manual Mock up evaluation forms Rework objectives/sub objectives Guard, Yanagi17 April OFFReworking of evaluation formGuard18 April 0930 1400 1400-1700Visit PTWC to discuss Experimental Products and tasks for PTWC in Ex PacWave design phase Reworking of evaluation formMcCreery, Kong, Guard Stuart Weinstein, PTWC Guard, Yanagi19 April 0930 1700Draft outline of How to Plan, Conduct and Evaluate Pacific Wave exercises manualGuard, Yanagi ANNEX III. ISSUES IDENTIFIED IN PACWAVE08 AND OTHER EXERCISES AND RECOMMENDATIONS FOR PREPARING FOR AND CONDUCTING PACWAVE11 A number of findings were reported in PacWave11 and previously in PacWave06. Additionally, national and local exercises have been conducted by a number of countries. All of these have provided lessons learned and were used to develop and improve the conduct and usefulness of the next Pacific-wide exercise. The following provides a listing of the issues and recommendations for PacWave11: Tsunami Warning Focal Point contact data Issue: TWFP contact information incorrect, so messages were not received Recommendation: Countries need to regularly review and confirm their 7 x 24 Tsunami Warning Focal Point contact data to the IOC, who will forward them to the international centers for immediate update. IOC, in coordination with International TWCs and Member States, should establish a mechanism as soon as possible. Conduct exercises in real time Issue: Countries were very positive in their feedback regarding PacWave 08 being conducted in real time. This was a lesson identified in PacWave 06 where it was run in compressed time, and overall confused participants and generated the recommendation to run future exercises in real time. Recommendation: Regular Pacific-wide exercises, conducted in real time, should be carried out to continually encourage operational preparedness for a tsunami. This will assist countries and agencies by in developing and testing warning and response plans. Nationally, countries are encouraged to develop and conduct individual tsunami exercises to regularly exercise their national arrangements. Exercise announcements Issue: Some countries noted that there was insufficient time to prepare fully for the exercise. Recommendation: In order for countries to properly prepare, it is recommended that IOC officially announce future PacWave activities at least six months (180 days) prior to the event, and distribute documents at least three months (90 days) prior. Local community preparedness Issue: It is generally not known how successful local communities will be in being alerted in a timely manner and then in effectively enacting an actual public evacuation on a 24x7 basis. No coastal communities enacted a public evacuation during PacWave08. Recommendation: It is recommended that an increased emphasis be placed on local community-based preparedness, training, and exercises that extend to the last kilometer on the beach. Public alerting Issue: There were a large number of countries that did not complete the question on the evaluation form regarding the time elapsed from warning to public notification. Of those that did answer, the average elapsed time was 57 minutes. Recommendation: It is recommended that the PTWS Working Group on Pacific Emergency Communications serve as a focal point providing information on methods of robust public alerting, especially down to the local levels within countries and the role of media in information dissemination. The PacWave11 evaluation questionnaire should facilitate easy reporting of the time elapsed. Tsunami plans and standard operating procedures Issue: A number of countries did not assemble their management group during the exercise (but would in a real event). It is unclear how many countries have this pre-determined in their tsunami plans. A number of countries also indicated that they do not have tsunami risk maps - this would make it difficult to pre-plan. Some countries indicated that they have no tsunami plan. Recommendations: A key to enabling fast tsunami response is have plans pre-discussed decided, e.g., standard operating procedures for end-to-end tsunami warning and emergency response. PTWS WG 3 is surveying countries on their tsunami response readiness - if countries are not ready, they should request training or other assistances. If training is a priority, countries should include a training budget in their annual national budget request. The IOC had a project, Strengthening Tsunami Warning and Emergency Response: Training Workshop on the Development of Standard Operating Procedures (SOPs) for Indian Ocean and Southeast Asian Countries, and it is recommended that the PTWS consider requesting similar workshops. The annual ITIC Training Programme (ITP-Hawaii) emphasizes SOPs using Hawaii as a case example of an operational end-to-end warning system. In 2011, ITP-Hawaii will be held 22 August 2 September 2011 and have a focus on SOPs and tsunami exercises. Interested PTWS countries should apply. Warning systems Issue: A number of countries indicated that communication of warning down to local jurisdictions remains insufficient for immediate response of coastal communities. This may be attributed to inadequate or inappropriate communication equipment. Recommendation: It was recommended that a feasibility study be conducted in all PTWS countries to identify and evaluate relevant warning systems that can be utilized in those places lacking the financial resources and assets to improve their own warning coordination. Australia (AusAID) conducted Tsunami Capacity Assessments of Pacific Island Countries, and these reports provide a summary baseline as of 2009. The PTWS WG 3 survey is currently enabling a brief self-assessment by countries. The PTWS Emergency Communications Task Team can assist in identifying alert technologies available. Bulletins in other languages Issue: Nicaragua also misinterpreted the English in the 1st message. Recommendation: Peru recommended that for future exercises, the bulletins be in the national language of each country in order to improve comprehension and facilitate faster action. A longer Exercise preparation time would allow countries to translate the international English messages into their language(s) for use nationally. Post-exercise evaluation and Regional Recommendations in the context of the PTWS Medium Term Strategy Issues: There were a large number of questions unanswered by countries on the evaluation forms. This made it more difficult to draw conclusions as part of the evaluation process. It was difficult to conclude regional (PTWS) common priorities of action from questionnaires since answers provided were too specific. Questionnaire was not tuned to address PTWS Medium Term Strategy outcomes Recommendations: It is recommended that an alternative approach to the evaluation tool be made in future exercises. PacWave11 will employ a simpler evaluation questionnaire and also provide methods for submitting evaluations electronically online. As recommended by the TOWS Inter-ICG Task Team on Disaster Management and Preparedness, a How to Plan, Conduct, and Evaluate Tsunami Exercises guidance manual will be developed. PacWave11 post-exercise evaluation form questions will directly correlate to and measure PTWS Medium Term Strategy outcomes. ANNEX IV. INTER-ICG TASK TEAM MEETING ON TSUNAMI AND OTHER RELATED HAZARDS WARNING SYSTEMS, 29 NOVEMBER 1 DECEMBER 2010 TASK TEAM 2 REPORT ON DISASTER MANAGEMENT AND PREPAREDNESS The Task Team recommended key issues to be addressed by ICGs: The ICGs are to agree on an overarching concept of operation. The concept should promote the development of national plans for Tsunami Warning and SOPs. Consistent terminologies must be agreed and used by all the regional watch/warning centers globally, e.g. currently there are inconsistencies in the use of among others Warning, Watch, Bulletin, Advisory, Alert. Building on existing good practices, recognizing the existing effective SOPs already developed and evaluated within parts of ICGs, extend these practices more universally throughout ICGs Develop basic templates for SOPs for all relevant levels, building on the experiences of e.g. PTWS and IOTWS Encourage effective linkages between the respective SOPs within countries Review and test SOPs through exercises and document the improvement processes. Encourage member states to develop and review action plans based on lessons learnt in their exercises. The recommendations focused on the importance of well-agreed-upon roles and responsibilities and response plans and procedures as key components for effective and successful response. Two recommendations (6 and 7) focused on exercises. Based on the recommendations, the Task Team formulated Concept Notes that could be elaborated upon and endorsed for action by each ICG. CONCEPT NOTE - EXERCISES TSUNAMI WAVE EXERCISES GUIDELINE Persons in Charge: Laura Kong & David Coetzee BACKGROUND Regional and national tsunami warning systems and globally must maintain a high level of readiness so as to be able to efficiently and effectively act to provide for the publics safety during fast-onset and rapidly-evolving natural disasters such as tsunamis. To maintain this high state of operational readiness, and especially for infrequent events such as tsunamis, tsunami warning centres and emergency agencies must regularly practice their response procedures to ensure that vital communication links work seamlessly, and that agencies and response personnel know the roles that they will need to play during an actual event. The purpose of an exercise in the regional context is to evaluate the ability of systems and countries and their national and local organizations to respond to a tsunami, whether local or distant. Exercises provide an opportunity for systems and countries to exercise their operational lines of communications, review their tsunami response procedures, and at the same time, promote emergency and tsunami preparedness. Regular regional tsunami exercises have become a permanent fixture of all Intergovernmental Coordination Groups (ICGs). To date, the PTWS has conducted 2 Pacific-wide exercises (2006, 2008) and will conduct its next exercise in the 4th quarter of 2011. The IOTWS conducted an Indian Ocean-wide exercise in the 3rd quarter 2009, and the CARIBE-EWS will conduct an exercise in the 1st quarter of 2011. The preparation, conduct and evaluation of these exercises present significant challenges. The challenges apply to: Resource commitment for exercise planning/preparation The extensive scope of exercise participation The absence of consistent and independent evaluation at each participant level The responsibilities for exercise development typically crosses working groups within an ICG and/or within member states It is also noted that there is no generic and consistent guideline available for ICGs about the development and management of regional tsunami exercises.RECOMMENDATION An inter-ICG task team is to be established to compile a consistent set of guidelines for regional tsunami exercise development, management and evaluation and among others, consider The focus to be on the exercise of SOPs of NWCs and DMOs Options for sharing of exercise planning, management and evaluation resources across ICGsEXPECTED RESULT Generic and consistent guidelines on regional exercise development, management and evaluation that will apply to regional warning centres, national warning centres as well as disaster management agencies and that can be used by all ICGs. A process or system whereby ICGs can support each other in the development, management and evaluation of exercises. CONCEPT NOTE TSUNAMI WARNING SOPS BASIC FRAMEWORK FOR STANDARD OPERATING PROCEDURES IN TSUNAMI WARNING DISSEMINATION Persons in Charge: Russell Arthurton and Irina Rafliana DEFINITIONSA set of written instructions describing a routine or repetitive activity to be followed by an organization. The instructions are stakeholder agreed-upon steps that will be used in coordinating the Who, What, When, Where, and How aspects of the activity; A mechanism for operating effective and reliable coordinated warning systems and disaster management systems. The NTWC SOP must be linked at all levels from international through national to local institutions. It must be simultaneously connected to the corresponding DMO SOP, and vice versa. BACKGROUND What and Why? The aim is to provide a basic understanding of the core features of a TWS. These involve an end-to-end system of event detection, information processing and messaging which is designed to provide warnings and related information to people at risk in the shortest possible time after a potentially tsunami-generating earthquake. The system depends on the interoperability of its component parts. The management of each part (regional watch centres, national warning centres, disaster management organisations and related emergency agencies) is governed by its specific standard operating procedures so that their operators know precisely what actions are to be taken in an emergency, even if such an emergency is a very rare event. Who needs them? For What? Current State of Development in ICGs Formal and Informal Informal SOP: Users Guide in NEAMS Where are the gaps Useful presentation tools Flow chart/templates Basic Principles: Information flow through the system should be pragmatic and depend on specific national and local capacities Basic roles and responsibilities in each part of the TWS RTWP NTWC DMO/EOC Community at RiskOBJECTIVES To promote common approach and harmonization in the development of SOPs in the End-to-End Tsunami Warning System to all stages of operations, from detection to dissemination The SOPs discussed here include those for real time emergency operation centers and pre-event activities (Regional Watch Centers/Providers, National Warning Centers, and Disaster Management Offices/Organizations) SOPs should accommodate specific circumstances of different lead times, resources and capacities available SOPs should reflect clearly on how first responders (emergency response officers/DMOs) and communities should be prepared SOPs at the local level should clearly reflect what and how community should react and respond to the warningRECOMMENDATION The ICGs are to agree on an overarching concept of operation. The concept should promote the development of national plans for Tsunami Warning and SOPs for each component/function in the national plan. Agree consistent terminologies used by regional watch/warning centers globally Warning, Watch, Bulletin, Advisory, Alert Building on existing good practices, recognizing the existing effective SOPs already developed and evaluated within parts of ICGs, extend these practices more universally throughout ICGs Develop basic templates for SOPs for all relevant levels, building on the experiences of e.g. PTWS and IOTWS Encourage effective linkages between the respective SOPs within countries Review and test SOPs through exercises and document the improvement processes. Encourage member states to review and take action plans based on their exercises ANNEX V. PACWAVE11 PLANNING ACTIVITIES AND MILESTONES ACTIVITYDate dueComplete1Establish Aim20 April 2011YesEstablish Objectives20 April 2011YesDecide on scope Regional / local (8 scenarios TBC)20 April 2011YesDecide on scenarios; conduct scenario survey with Task Team, WG 2, and PTWS Steering Committee20 April 2011Yes2Develop Flyer9 May 2011Pending3Develop Scenarios9 August 2011Underway4Date announcement letter by IOC Circular Letter (draft by 1 May 2011) 9 May 2011Yes, IOC CL 2390 issued 13 May5Develop PacWave11 exercise manual ITIC/Jo Guard, PTWC, NWPTAC, WC/ATWC Develop PTWC component for PTWS Operational Users Guide PTWC/Chip McCreery9 August 2011Draft underwayEvaluation Form (to be annexed to Exercise Manual)9 August 2011Draft available6Develop How to Plan, Conduct, Evaluate Tsunami Exercises Guide30 June 2011Draft available7Marketing or newsletter materialPending8Develop and conduct training July October 2011Pending resources9Develop and issue IOC press release1 November 201110Conduct the PacWave119/10 November 201111Countries fill out and return PacWave11 evaluations; collate evaluations10 December 2011 9 February 201212PTWS Exercises Task Team meeting PTWS Experimental Products Task team, PTWS Steering Committee MeetingApril or May 2012 (tentative)13Write PacWave11 Summary Report9 February 2012 30 April 201213IOC General Assembly PacWave11 Preliminary Report available22 June 2012 ANNEX VI. EXERCISE PACIFIC WAVE 2001 (PACWAVE11) EXERCISE MANUAL Provisional Table of Contents Background (Task Team, Exercise web site) Concept of exercise Purpose and scope Objectives Type of exercises and assumptions Organisation (participants international to national, national to local) Exercise documentation (Circular Letter 2390, Exercise manual, Guidance manual, PTWS Operational Users Guide, marketing flyer and/or newsletter) Conducting the exercise Overview Exercise date and time Exercise scenarios Exercise script (master schedule of events) and Inject process Scenario timeline Products issued (PTWC, NWPTAC, WC/ATWC) Actions in case of a real event (including weather and other issues that could impact on the exercise) Resourcing Media arrangements Post Evaluation Debriefing Hot Debrief Cold Debrief Evaluation (responsibility of each country + ideas for observer programme) Evaluation tools (electronic and hard copy) Annexes Exercise messages (injects) dummy Exercise messages (injects) complete messages available electronically (secure website) Sample press release PTWC Experimental Products explanations Evaluation questionnaire PTWS Exercise Task Team and Terms of Reference Acronyms and Abbreviations ANNEX VII. HOW TO PLAN, CONDUCT, AND EVALUATE TSUNAMI EXERCISE Provisional Table of Contents Executive Summary Introduction Section 1: Introduction to Pacific Wave Exercising Why exercise? Exercise Development Cycle Analyse the Need Types of Exercise Section 2: Design the Exercise Determine the Scope Establishing Exercise Pacific Wave Planning Teams General Exercise Roles Exercise Timeline Exercise Planning Meetings Establish the Exercise Aim Define Exercise Objectives Define Key Performance Indicators Evaluation Develop the Scenario Announce the Exercise Exercise Pacific Wave Manual Confirm Agency Participation Exercise Documentation Master Schedule of Events Exercise Setup Section 3: Conduct the Exercise Exercise Briefings Control the Exercise Section 4: Evaluate the Exercise Why evaluate? Goals and outcomes Hot debrief or hotwash Cold debrief or after-action review Next steps Annexes Annex A: Exercise Pacific Wave Development Checklist Annex B: Standard message/Inject Template Annex C: Case Studies Definitions and abbreviations Bibliography and References     Restricted Distribution IOC/PTWS-XXIV/xx Beijing, China, 24-27 May 2011 Page  PAGE 2 IOC/PTWS-XXIV/xx Beijing, China, 24-27 May 2011 English Only IOC/PTWS-XXIV/xx Beijing, China, 24-27 May 2011 Page  PAGE 1 BHMV     * + @ A J K N S T V W Z [ t ~ 󨙨{wrwmh h j5 hh!5 h5hhhh!5CJaJ#h3h5CJ^JaJnH tH hh!5CJ^JaJnH tH h5CJ^JaJnH tH hh!5CJaJh I5CJaJhCJaJhhCJaJhh5CJaJy(h5CJaJhh5CJaJ&    7CDEFGH $ _a$gd$a$gdgd     + A U V W X Y Z [ t gd $a$gd I$ !(#a$gd j$a$gd Igd$a$gd~     Y Z q ~    ? 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