Table-Top Exercise

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Learning Outcomes
At the end of this lesson, learners will be able to:

1. Establish guidelines to conduct Table-top Exercise

2. Understand Table-top Exercise role-playing in an Emergency

3. Explain how Table-top Exercise is used to review the Emergency Response Plan (ERP)

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Overview
▪ Introduction
▪ Guidelines on Table-top Exercise
▪ Sample Table-top Exercise
▪ Summary
▪ Reference

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Introduction
What is Table-top Exercise ?

▪ Scenario driven planning exercise

▪ Focuses on Fire Safety Committee
▪ Improve reasoning and reaction abilities
▪ Centre on roles & responsibilities
▪ Familiar with duties and tasks
▪ Identify overlapping area and inadequacy

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Introduction
Why organize Table-Top Exercise ?

▪ Allows a comprehensive review & rewrite of Emergency Response Plan

▪ Examine current applicability
▪ Incorporate relevant threat and emergency scenarios

What is the main objective?

▪ To assist the owners/ management and Fire Safety Managers (FSMs)

▪ To address the needs of buildings
▪ To cope with emergencies

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Introduction
What Is The Approach ?

▪ Sit-down planning exercise

▪ Introduce different emergency scenarios
▪ Solve perceived & anticipated problems
▪ Adopt correct solutions and procedures
▪ Review and update the FEP

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Guidelines on Table-Top Exercise

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Guidelines on Table-Top Exercise
Role of Fire Safety Committee

▪ Ensure Emergency Response Plan is established and implemented

▪ Support Table-top exercise & Evacuation drill

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Guidelines on Table-Top Exercise
Fire Safety Committee

▪ Comprise decision making personnel

▪ Consist of management staff, main tenants & key personnel

Appointment Staffs
Chairman Property/ Building Manager
Secretary Fire Safety Manager
Committee Member Dept. Heads/ Admin Manager
Committee Member Chief Security Officer, Security Supervisor
Committee Member Staff from Technical Services/ Senior Technician
Committee Member Building/ Operations Supervisor
Committee Member Senior Staff/ Main Tenant

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Guidelines on Table-Top Exercise
Planning & Preparing for Table-Top Exercise

Development of Emergency Scenarios

▪ Develop more than one emergency scenario
▪ Include info & data specific to the scenario
▪ May be similar to this workshop exercise

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Guidelines on Table-Top Exercise
Planning & Preparing for Table-Top Exercise

Identification of Anticipated Problems

▪ Identify anticipated problems for injects

• 1. Measures to take against possible act of destruction or sabotage.

• 2. Ways to better manage fire hazards
• 3. Identify & reduce possible sources of ignition, flammable and combustible materials

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Guidelines on Table-Top Exercise
Planning & Preparing for Table-Top Exercise
Issuance of General Instructions File
▪ Provide ample notice & info to all involve
1. Aim, date and venue of the exercise
2. Stages and timing of the exercise
3. Structure of the exercise body which will comprise members of the Fire Safety
Committee and other nominated participants
4. Roles and duties of everyone involved

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Guidelines on Table-Top Exercise
Planning & Preparing for Table-Top Exercise
Issuance of General Instructions File
▪ Format of a General Instruction File
General b. Phases (ex. Phase 1-Briefing, Phase 2-Main Scenario, Phase 3-
1. General Info & Introduction Injects
2. Exercise Name (Give a name to the exercise) c. Exercise Activities
d. Likely/anticipated problems
3. Date, time and venue 4. Duration
4. Overall location and site plan (If applicable) 5. Layout plan
5. Roles and duties of FSC • Detail layout plan of the affected building
6. Participants
Aim/Objectives • Departments & personnel
▪ Aim & objective of the exercise • Roles and duties
7. Exercise facilitators
Required Attainments • Personnel
▪ Required attainments of the exercise • Duties

Execution Conclusion
1. Scope of the exercise
a. Specific directions and instructions Annex
b. Admin/logs arrangements 1. Checklist (How to handle suspected letter/parcel
2. Exercise Scenario 2. Guidelines (How to answer to phone threat)
3. Stages 3. Layout Plan
a. Sequence & timing of the exercise 4. ERP/FEP/IPP

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Guidelines on Table-Top Exercise
Planning & Preparing for Table-Top Exercise

Updating of ERP

▪ Kept current, updated and be evaluated

▪ Changes in layout or employee turnover should warrant an updated plan
▪ Keep logbook of changes
▪ Inform occupants/ employees of updates
▪ Exercise participants must be familiar with the ERP

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Guidelines on Table-Top Exercise
Planning & Preparing for Table-Top Exercise

Preparation of Staff Aids

▪ Prepare & make available necessary info and staff aids

Why Staff Aids Important ?

▪ Learning takes place better when they appeal to the 5 senses
▪ Adds interest
▪ Develop understanding
▪ Save time
▪ Enforce important points

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Guidelines on Table-Top Exercise
Planning & Preparing for Table-Top Exercise

Preparation of Admin & Logistics

▪ Make necessary admin & logistical arrangements
▪ Example, meeting room, Comms system…etc.

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Guidelines on Table-Top Exercise
Briefing
▪ Conduct briefing to all exercise participants
▪ Encompass the scope, admin & logs arrangements of the exercise

How to meet your Committee expectations ?

▪ Knowledgeable
▪ Organised & prepared
▪ What ever you do must be clear, concise & simple
▪ Be focus
▪ Have practical ways to apply your message

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Guidelines on Table-Top Exercise
Briefing Details
▪ Overall timeframe for the conduct of the exercise
▪ Time-table for main activities of each stage of the exercise
▪ Main scenarios being played
▪ The process of injecting the anticipated problems
▪ Location map or layout plan for specific incidents or problems being played
▪ Roles of exercise participants
▪ Admin and logistical support and arrangements

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Guidelines on Table-Top Exercise
Conduct of Exercise Proper
▪ FSM must oversee and direct the conduct of the exercise and
▪ supervise all exercise activities

How to meet your Committees’ Expectation:

▪ Confident - Knowledgeable
▪ Enthusiastic - Happy to be there with the committee
▪ Dynamic - In your own style and delivery
▪ Sincere - In your words and action
▪ Passionate - Convincing

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Guidelines on Table-Top Exercise
Conduct Of Exercise Proper

FSM Task:
▪ Lay down the scenario
▪ Guide the FSC members and participants in deliberating and coordinating
▪ on their roles and actions to be taken in such a scenario
▪ Inject simulated incidents or anticipated problems relating to the scenario
▪ Work with the exercise participants in coming out with solutions best suited to tackle the
simulated incidents or problems

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Guidelines on Table-Top Exercise
Planning & Preparing for Table-Top Exercise

Preparation of Admin & Logistics

▪ Make necessary admin & logistical arrangements
▪ Example, meeting room, Comms system…etc.

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Sample Table-Top Exercise

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TABLE TOP EXERCISE
(Validation of ERP) for
XXX Company @ The All New Building

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Sample Floor Plan

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 Sample Issues or Concerns
▪ Fire Hazards identified
▪ Enforcement & Cooperation of Tenants
▪ Firefighting measures
▪ Evacuation & Medicals
▪ Assembly Area
▪ Accounting of personnel
▪ Accountability & Liability
▪ Adequacy of the Fire Emergency Plan
▪ Other emergency situations to consider
• Emergency Response Plan
• Fire evacuation plan
• Tremor plan
• In-place protection plan
• Hazmat mitigation plan

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 Documentation & Follow-Ups
▪ Solutions adopted
▪ Decision made
▪ Revision to FEP/ERP
• Distribution of FEP/ERP
▪ Validate FEP/ERP

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Guidelines on Table-Top Exercise
Debrief
▪ Conduct the debrief immediately
▪ “Feedbacks Are The Breakfast Of Champions”

Aim:
▪ Document the observations and findings
▪ Bring up lessons learnt and recommendations
▪ Allow participants to clarify doubts and uncertainties
▪ Identify solutions to anticipated problems
▪ Recommend changes & additions to be made to ERP/FEP

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Guidelines on Table-Top Exercise
Debrief
Debrief Report
▪ Format of a Written Debrief Report
Exercise “Name”
Written Debrief Report Conduct of Exercise
1. ERP/FEP
Introduction • Discuss on the comprehensiveness of the ERP/FEP in terms of
the contents, procedures, resources etc. in relation to the exercise
A short description of the following: a. Admin/logs arrangements
1. Date, time and venue of Exercise 2. Execution
2. Overall location and site plan • Discuss the positive points/problems encountered on the
3. Number of participants following:
• Execution of the exercise by the FSC
General Impression • Flow of information and co-ordination
▪ A general impression of the exercise conducted. Briefly cover • Handling of issues/problems by the FSC
objectives achieved in relation to the aim of the exercise and the • Documentation
attainments • Other matters

Preparations Conclusion
▪ Briefly discuss on the activities organised to prepare the participants ▪ Solutions adopted
for the exercise. You may also highlight in particular activities and ▪ Decision made
training organised by the FSM/FSC outside of the exercise programme▪ Revision to FEP/ERP
framework to prepare the participants for the exercise

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Guidelines on Table-Top Exercise
Conclusion

How to meet the intended objectives ?

▪ Both FSM & FSC must adopt a Positive Attitude
▪ Both parties must be fully committed

Adopt the 3 Ps ,
“Plan, Prepare & Practice”

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Guidelines on Table-Top Exercise
Conclusion

Adopt the 3 Ps

Planning stage:
▪ Develop emergency scenarios
▪ Identify anticipated problems
▪ Issue General Instructions File
▪ Update ERP
▪ Prepare Staff aids
▪ Prepare Admin and logistic support

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Guidelines on Table-Top Exercise
Conclusion

Adopt the 3 Ps

Prepare stage:
▪ Conduct Briefing
▪ Conduct TTX
▪ Conduct Debrief

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Guidelines on Table-Top Exercise
Conclusion

Adopt the 3 Ps

Practice stage:
▪ Prepare ERP
▪ Update FEP
▪ Conduct Fire Drill

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Summary
At the end of this lesson, learners will be able to:

1. Establish guidelines to conduct Table-top Exercise

2. Understand Table-top Exercise role-playing in an Emergency

3. Explain how Table-top Exercise is used to review the Emergency Response Plan

33
Reference
▪ Fire Safety Act, Cap 109A

▪ Fire Safety (Emergency Response Plan) Regulations

▪ Furness, A., & Muckett, M. (2007). Introduction to Fire Safety Management. Burlington:
Butterworth-Heinemann.

▪ SCDF (2018). Fire Safety Management for Fire Safety Manager (First Edition)

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