Presented by Sofema Online (SOL) www.sofemaonline.com

Introduction

There are a few truisms which are relevant when we discuss Emergency Response Planning 

• The first is that practice really does make perfect – means the more we prepare the more professional is our response.
• The second which is maybe a little “tongue in cheek” is that the more prepared we are for an emergency the less likely it will happen!
• However, by practising we do have an opportunity to identify areas within the business process which can be optimised and improved.

Ensure Adequate Preparation for an Emergency Response Plan Simulation Exercise

It is quite common for the stakeholders in an ERP Simulation to underestimate the amount of time, effort and even resources which are required to enable a major emergency response simulation exercise

Several months of preparation are required to facilitate a full simulation exercise with the last weeks accelerating into very high-level activity which should include preparatory refresher training for all persons who will be involved in the main exercise.

Individually all stakeholders in the exercise should also perform critical reviews of their own department or business area and to review all of the following elements: 

• Derivative emergency response plans
• Facilities
• Equipment
• Resources
• Competencies

Note 1 – The need for corrective action should be identified, documented, and actioned where necessary, in preparation for the exercise.

Note 2 – A measure of a successful preparation is an exercise experience which is perceived as relaxed and straightforward (which of course belies the significant work was has been carried out in preparation)

Note 3 – It is not an exaggeration to start the preparations up to 1 year before it is planned to be carried out. – carefully choosing the date to avoid conflicts and in a western environment, Thursday is the best Day – in an Arab / Muslim environment Wednesday would be the best day to ensure the optimum time for a debrief following the exercise.

Note 4 - Once a definite exercise date has been chosen, it should be approved by the Leadership Team and should only be changed with the authority of the Accountable Manager (AM)

Considering the Different Types of Exercise

A “Big Bang” start is to Emergency Response Simulation is not recommended as it can be somewhat overwhelming in intensity, far better is to ease in with the desktop and partial exercises leading up to the major simulation over time.

By gradually building up the intensity and complexity of the exercises allows the participants to gain more confidence in the airline’s emergency response planning and systems as well as in themselves.

While a single exercise will not permit all required participants to ‘participate’ concurrently, the same exercise can be repeated with a different focus and different group of staff.

When a split scenario is adopted the exercise should be changed sufficiently to add value rather than just to repeat re the above is necessary.

In addition, sufficient time should be allowed between the partial exercises, so that feedback can be reviewed and actioned. (which can entail changes to documentation process & procedures)

By the same token choosing the home base for the exercise will also benefit the control and management of the event. But to note this is a step on the journey and other aspects & elements for example the “go team” can be exercised during various tabletop exercises.

Exercise Frequency

To be practical an annual exercise is likely to be the most achievable with the addition of a partial 6-month desktop simulation.

Note – It may be necessary to run more exercises where a larger number of stakeholders  are involved with different shift working etc

Exercise Interactivity

The more interactive we can make the exercises the better will be the learning experience.

Clearly, this will involve more planning & preparation so often depends on the availability of the senior ERP management staff.

Some form of ‘social media’ interactivity should also be included where appropriate to airline circumstances

Next Steps

Sofema Aviation Services provides specific support related to ERP Training, Testing & Preparation of Process & Procedures – please  see www.sassofia.com, www.sofemaonline.com or email team@sassofia.com