BUSINESS REQUIREMENT DOCUMENT REMOTE FACILITATION TOOL FOR SIMULATION EXERCISES, INTRAACTION REVIEWS AND AFTER-ACTION REVIEWS VERSION 1.02 STATUS: business review 22-10-2020 2 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews DOCUMENT GOVERNANCE VERSION CONTROL This details the changes between versions: Version Date Author(s) Revision 1.00 14/10/2020 Project 1st Draft Manager,BOS/IMT/PMO 1.01 20/10/2020 CER Unit 1.02 22/10/2020 Project Accepted changes, updated flowcharts Manager,BOS/IMT/PMO Review RACI MATRIX Definitions: Responsible: The one who performs the work. Accountable: The one that has the final authority and accountability to a given task Consulted: The people who provide information for the solution design and with whom there is two-way communication. This is usually several people, often subject matter experts. Informed: The people who are kept informed about progress and with whom there is one-way communication. These are people that are affected by the outcome of the tasks so need to be kept up-to-date. The details on who is Responsible, Accountable, to be Consulted and Informed: RACI Name Title Responsible Project Manager, BOS/IMT/PMO Accountable Technical Officer, WPE/HSP/CER Consult Technical Officer, WPE/HSP/CER Expert, WPE/HSP/CER Inform Unit Head WPE/HSP/CER Director, WPE/HSP Lead Project Manager, BOS/IMT/PMO DISTRIBUTION This document has been distributed to: Name Organization Team Position 3 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews REVIEWERS This document has been reviewed and approved by: Title Name Approval Date Signature Technical Officer,WPE/HSP/CER Technical Officer, WPE/HSP/CER Expert, WPE/HSP/CER Technical Officer, WPE/HSP/CER Business project lead Subject matter expert Subject matter expert Subject matter expert ABBREVIATIONS Abbreviation Description AAR AFTER ACTION REVIEW DR DRILL FSX FIELD/FULL-SCALE EXERCISE FX FUNCTIONAL EXERCISE IHR INTERNATIONAL HEALTH REGULATIONS (2005) IHR MEF INTERNATIONAL HEALTH REGULATIONS MONITORING & EVALUATION FRAMEWORK IAR INTRA-ACTiON REVIEW JEE JOINT EXTERNAL EVALUATION NAPHS NATIONAL ACTION PLAN FOR HEALTH SECURITY PHE PUBLIC HEALTH EVENT PHEIC PUBLIC HEALTH EVENT OF INTERNATIONAL CONCERN PHEOC PUBLIC HEALTH EMERGENCY OPERATIONS CENTRE POE POINT OF ENTRY SIMEX SIMULATION EXERCISE SPAR STATE PARTIES ANNUAL REPORTING SPH STRATEGIC PARTNERSHIP FOR INTERNATIONAL HEALTH REGULATIONS AND HEALTH SECURITY TTX TABLETOP EXERCISE WHO WORLD HEALTH ORGANIZATION 4 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews Note: parts of this documents which are market in yellow will be confirmed at a later stage. 5 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews CONTENT DOCUMENT GOVERNANCE .................................................................................................... 2 Version Control ..................................................................................................................................... 2 RACI matrix ........................................................................................................................................... 2 Distribution ........................................................................................................................................... 2 Reviewers ............................................................................................................................................. 3 Abbreviations ....................................................................................................................................... 3 CONTENT .............................................................................................................................. 5 1. PURPOSE ................................................................................................................... 6 2. BACKGROUND ........................................................................................................... 6 2.1 2.2 2.3 2.4 3. Background and Problem statement ...................................................................................... 6 In Scope ................................................................................................................................... 6 Out of Scope ............................................................................................................................ 6 Assumptions ............................................................................................................................ 6 ABOUT THE EXERCISE PROGRAM ................................................................................ 8 3.1 3.2 Methodology ........................................................................................................................... 8 Building the exercise ............................................................................................................... 9 Step One: Agree Purpose, Scope, and Objectives and select Core Capacities to test ......................... 10 Step Two: Select the scenario from the core capacities being tested and arrange them into a coherent story. ..................................................................................................................................... 10 Step Three: Pose questions to the participants using the questions sheet ......................................... 11 Step Four: Evaluate the exercise based on the evaluation criteria and agree an action plan ............. 12 4. HIGH LEVEL REQUIREMENTS ..................................................................................... 13 Part A: Planning/Development Software ........................................................................................... 13 Part B: Remote Facilitation Service .................................................................................................... 14 5. REFERENCE MATERIALS ............................................................................................. 14 6. APPLICATION CONCEPT ............................................................................................. 16 6.1 6.2 7. Key Solution Actors (users).................................................................................................... 16 Building the exercise & Review ............................................................................................. 16 BUSINESS REQUIREMENTS ........................................................................................ 19 7.1 7.2 Functional Requirements ...................................................................................................... 19 Non-Functional Requirements .............................................................................................. 21 6 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews 1. PURPOSE This document outlines the business requirements for “Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews” (SimEx & IAR/AAR) and serves as the basis to define project scope and solution design. It is also intended for potential suppliers to understand the business needs, provide possible proposals and estimates to deliver a solution. Estimation should include graphical design (UX/UI), frontend and backend development, unit and functional testing, security review as well as application publishing. Vendors are not limited to technology selection and will explain pros and cons of chosen technology. 2. BACKGROUND 2.1 BACKGROUND AND PROBLEM STATEMENT As part of WHO’s strategy to improve preparedness to health emergencies, the organization has embarked on a progressive simulation and review programme to help countries review their current preparedness and response strategies to public health events and emergencies. Discussion-based simulation exercises (SimEx), such as table-top exercises can work with remote facilitation or selffacilitation, given that the right tools are in place to support development and implementation of the programmes. Similarly, many intra-action reviews (IAR) and after-action reviews (AAR) can be conducted remotely, given that the right tools are in place to provide support. Traditional methods such as having teams of facilitators travel and support countries is costly, time-consuming and require a large pool of specialists in order to provide sufficient support. In addition, the current COVID-19 pandemic has further complicated the execution of face-to-face exercises and reviews with many countries requiring that teams quarantine for extended periods or simply refuse entry to individuals from certain geographic locations. As such, remote facilitation is an attractive alternative. 2.2 IN SCOPE 1. Planning/Development Software: With this tool a country would be able to easily plan and develop their own SimEx/IAR/AAR, based on the pre-defined capacities/pillars (scenario for SimEx) and trigger questions, which than can be implemented and run independently without further support. This should also include the design and development of Application Programming Interface (API’s) to share with and consume data from existing applications (like SPH), tools and databases. 2. Remote Facilitation Service: In addition, we would also like to have the option and flexibility to provide additional facilitation support, when requested or for more complex IAR/AAR/SimEx. This remote facilitation service would include the ability to run/facilitate IAR/AAR/SimEx and have plenary discussion as well as break-out discussions in a closed environment, save online notes taken on predesigned templates through collaborative processes and produce collaborative reports. 2.3 OUT OF SCOPE 1. 2.4 Changes to existing applications ASSUMPTIONS 1. The tool will be hosted within the WHO secured environment, after passing a standard security test. This will require users to have a valid/active WHO accounts (WIMS, AZURE) prior to login and contribute 7 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews 2. 3. 4. 5. 6. 7. 8. usage data. An audit log will capture user specific activities, including login, logout, actions as well as IP addresses. This data will not be shared outside WHO except as anonymised statistics for reporting purposes. Other data such as usage data, created exercises and reports will only be accessible to WHO for the purpose of reporting against the IHR mechanism Users will be able to login from remote terminals from anywhere in the world. The system should be browser based and will not require any custom software to be downloaded and installed The system should be able to be used in low bandwidth environments Users will be able to interact with others on the system, but the use of anonymous accounts will not be permitted. New users will require a form of verification, preferably automated (such as validation through an official email address). A system will be in place to enable the exclusion of potentially malicious users. This can be through an authentication system or an invite facility. The software developer will not have access to user generated content except for trouble shooting and debugging purposes. If access is required for development, this will be stipulated, and all data will remain confidential The vendor will transfer ownership rights to WHO. The vendor will not rent, lease, lend or host products or service deliverables. The vendor will provide a copy of the applicable product, source code, documentation and/or any proper instruction, materials and handover to WHO support team for further update and/or modification. 8 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews 3. ABOUT THE EXERCISE PROGRAM As countries around the world continue to manage outbreaks of SARS-COV-2 the importance of clear planning and resourcing has been strongly highlighted. Countries have implemented a range of measures to control spread and limit economic impacts, many of these measures being based on previous incident management plans at all levels from local through to national and have at times included international agreements. While countries evaluate their response to this latest public health emergency, lessons from previous outbreaks of infectious disease such as Ebola virus disease, Zika virus disease and other health emergencies are spotlighted as have efforts to control endemic illnesses such as Cholera. Some lessons from previous outbreaks have been learnt but more needs to be done. Under the International Health Regulations (2005) (IHR) countries must establish evidencebased capacities to prevent, prepare for, detect, notify and respond to acute public health emergencies and events. Preparedness for health emergencies was identified as one of the three strategic priorities in the WHO’s thirteenth general programme of work, 2019–2023 (GPW13) that aims to “protect one billion more people from health emergencies”. The WHO Secretariat in consultation with Member States developed the IHR Monitoring and Evaluation Framework (IHRMEF)1 in line with the recommendations of the review committee on second extensions for establishing national public health capacities and on IHR implementation. A key part of the IHRMEF includes simulation exercises as key pillar that can strengthen the ability of countries to prepare and be operationally ready to manage major public health risks or events. In addition, the COVID19 pandemic has increased the need to expand current measures to better understand national preparedness levels and to support effective management of severe pandemics and other health emergency threats. In this regard, simulation exercises are proposed to be conducted even more regularly as they are more operational and are closer to reality, and as such are more valuable to assess and strengthen critical capacities are areas for improvement in emergency response. The Remote Facilitation Tool, subject of this document, will be designed to assist member states to plan and implement IHR exercises and to `stress test` their planning assumptions and follows the 13 agreed core capacities under the International Health Regulations2. The exercise programme guide has been developed in order to enable member states, WHO country offices and partners to plan and execute simple exercises to test specific core capacities outlined in the International Health Regulations (2005). The guide is designed to be modular and to enable the organisers of the exercise to choose specific elements that they wish to test based on their own needs which have been previously identified. While it is possible for organisers to use the entire guide to `stress test` all 13 core capacities this is not always necessary and therefore organisers can select one or multiple core capacities based on identified needs. Testing all core capacities in one exercise will be very time consuming and may need to a disjointed outcome so selecting between one and three core capacities is seen as an ideal approach. 3.1 METHODOLOGY Before developing any exercise and setting a scenario it is important that the purpose, scope and objectives are clearly defined. This will help organisers select the core capacity that is to be tested. 1. Setting the Purpose: The purpose of a core capacities exercise is an overarching statement that refers to why you are undertaking the exercise. The purpose should be concise and will describe why you are doing the exercise and helps guide what core capacity or capacities that you will test. A purpose statement is provided with each core capacity that can be incorporated into your purpose statement if undertaking more than one core capacity. 1 2 https://www.who.int/ihr/publications/WHO-WHE-CPI-2018.51/en/ https://www.who.int/ihr/publications/WHO_HSE_GCR_2015.13/en/ 9 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews 2. Scope: This describes how broadly the exercise encompasses the thematic areas of the core capacities. For instance, the exercise may be limited to one thematic area and the small team responsible for core implementation, for example a small team responsible for specific elements of risk communication (Core Capacity 10), or technical personnel working in one specific laboratory (Core Capacity Five). Alternatively, the exercise may be larger and involve multiple sectors such as testing Zoonotic Outbreaks (Core Capacity Three) while also testing national Legislation (Core Capacity One). By determining the scope of the exercise, the organiser will be able to select the relevant core capacities and develop the exercise accordingly by selecting the modules enclosed in this guide. An example of the scope is provided with each core capacity. 3. Objectives: Objectives are critical to the design of the exercise as this determines the criteria and ultimately what will be tested and how. The objectives form the basis of your expected results – what you want to achieve through the exercise programme. With each core capacity there is a detailed objective statement that details what is expected when testing that capacity and is based on the evaluation criteria. Read these and make sure that they meet your needs. 4. Evaluation Short templates called Participant objective based evaluation templates are included to assist with measuring the extent to which IHR core capacities have been performed and is largely concerned with the projected benefits and results of the SimEx. The evaluation templates should be filled in by all participants immediately after the session and participants should work to identify the challenges and best practices identified at the end of the debrief session for a SimEx. The evaluation templates measures attainment of IHR core capacities, with specific qualitative ratings that assess the extent to which the capacity performed. Different definitions of rating levels are provided to guide countries on how to identify areas that require improvement, and how to acknowledge areas that are strengths. The specific objectives column in this template contains illustrative examples that need to be adjusted according to the specific objectives of each AAR/SimEx. Participants provide assessments of the performance of those objectives, based on the scale below (P, S, M, U)3. 3.2 BUILDING THE EXERCISE The exercise can be seen as a series of steps. 3 Step 1 Step 2 Step 3 Step 4 •Agree Purpose, Scope, and Objectives and select Core Capacities to test •Select the scenario from the core capacities being tested and arrange them into a coherent story •Pose questions to the participants using the questions sheet •Evaluate the exercise based on the evaluation criteria and agree on action plan P: Performed without challenge; S: Performed with some challenges; M: Performed with majot challenges; U: Unable to be performed 10 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews STEP ONE: AGREE PURPOSE, SCOPE, AND OBJECTIVES AND SELECT CORE CAPACITIES TO TEST A short purpose statement is found with each core capacity 4. When choosing more than one core capacity modify the purpose accordingly but try to keep this consistent with the original purpose Concise Scope. Try to keep the scope short and easy to understand. A short, concise scope is better than a long, detailed piece. Detailed Objectives. When testing more than one core capacity, use all the objectives without modification as these refer to the evaluation criteria. This can be highly detailed Select Core Capacities based on this guide and the IHR 2005 1. 2. 3. 4. Example: Zoonotic Outbreaks (Core Capacity Three) Purpose Support preparedness and early warning through operational coordination in preparedness, planning, surveillance and response by monitoring and reporting incidents at the animalhuman interface. For example, diseases circulating in animals that may not be known zoonoses but have characteristics that strongly suggest some potential zoonotic threat in the future requiring a multisectoral assessment of potential zoonotic risk. Purpose of this Core Capacity is found here. Scope Ensure that mechanisms and documented procedures among all relevant sectors, particularly those responsible for human health and animal health, are in place to ensure that operational coordination in preparedness, planning, surveillance and response for zoonotic diseases and other health events existing or emerging at the human–animal interface, functional collaboration, and taking a multisectoral One Health approach, are being addressed. Scope of this Core Capacity is found here. Objectives C3.1 Collaborative effort on activities to address zoonoses 1. Demonstrate that animal and public health sectors are able to work effectively together at all necessary levels and agreed on collaborative efforts to prevent, detect and respond to priority zoonoses. Objectives of this Core Capacity is found here. STEP TWO: SELECT THE SCENARIO FROM THE CORE CAPACITIES BEING TESTED AND ARRANGE THEM INTO A COHERENT STORY. 1. 2. 3. 4. 4 The scenario is only developed once the core capacities have been agreed and the purpose, scope and objectives have been decided In simple exercises which involve only one core capacity the scenario may be very simple. Do not try to overcomplicate the scenario with too many variables The scenario simply tells a story that participants can follow and includes timelines and details of what is happening A sample scenario is provided with each core capacity and this should be adapted to meet the needs of the exercise Refer to Annex A for the full “List of Core Capacities and their Criteria” 11 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews Example of a provided scenario: Zoonosis Inject C3.1: Describe your country’s health emergency. The current situation involves a zoonotic outbreak that poses an immediate threat to human health and society. The outbreak is affecting livestock which has an immediate effect on livelihoods and income security. The disease easily spreads to humans causing a serious, possibly fatal illness (as a guide think of diseases such as COVID-19, Rift Valley Fever, Middle East Respiratory Syndrome (MERS) or Bovine spongiform encephalopathy (BSE)). You can use a new fictitious emerging illness. a. b. Your country is faced with a major health incident across the animal and human sectors Health and livelihoods are likely to be heavily impacted Additional Resources: WHO has multiple resources for those building a scenario from their chosen core capacities. These take the form of graphics, short video new clips and background stories through to completed exercises that can serve as a useful guide. Resources are found here: https://extranet.who.int/sph/simulation-exercise Resources also include an online learning course to help people new to simulation management get started STEP THREE: POSE QUESTIONS TO THE PARTICIPANTS USING THE QU ESTIONS SHEET 1. 2. 3. Use the questions detailed in the Core Capacity being tested as these relate to your evaluation process You can ask additional questions to tunnel down to specific areas – don’t be too constrained by the ‘official’ questions. Remember the aim of the exercises is to test the objectives and to get the best out of your teams. This will help you identify issues early Example: Zoonosis, Core Capacity Three 12 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews C3.1 Questions a. Describe the current policies in place that allow for effective collaboration and coordination between the animal and health sectors b. Which and how did surveillance and/or alert systems detect the event? c. Are there clear working relations or terms of reference that describe how the sectors will collaborate including at a local, intermediate and national levels? d. How are zoonotic threats monitored, assessed and recorded? e. What are the procedures for information sharing and decision making between human and animal laboratories? f. How is critical information shared between the animal and health sectors? This part provides guidance questions for participants. These relate directly to the evaluation criteria STEP FOUR: EVALUATE THE EXERCISE BASED ON THE EVALUATION CRITERIA AND AGREE AN ACTION PLAN 1. 2. 3. 4. The evaluation criteria for each core capacity is included within each part of the guidance The WHO uses four step evaluation criteria based on how well the planning structures support the outcomes. REMEMBER: Exercises are a test of systems, in this case systematic core capacities. Exercises DO NOT test individual capabilities or the capabilities of individual participants. Exercises are NEVER used for evaluating individual staff Example: Zoonosis Core Capacity Three Evaluating C3.1 a. Clear policies on collaborative activities should be demonstrated b. Demonstrated working relations or clear terms of reference exist between the health and animal sectors c. MoH & MoA Joint risk and hazard analysis of emerging threats are undertaken d. There should be a clear risk register of known and emerging threats that is coordinated between sectors e. Information management system is in place for the effective sharing of information Evaluate on the PSMU scale. Please refer to the evaluation guide Evaluation Criteria: Zoonosis Core Capacity Three Evaluation Criteria for each core capacity is detailed in the Evaluation section provided 13 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews IHR capacity and indicator Specific objectives (examples, adjust accordingly) Select evaluation rating* P S M U C3: Zoonotic events and the human-animal interface Collaborative effort on activities to address zoonoses 4. E.g. Animal and public health sectors were able to work effectively together at all necessary levels. HIGH LEVEL REQUIREMENTS PART A: PLANNING/DEVELOPMENT SOFTWARE The development of a tool to enable the independent planning and development of IAR/AAR & SimEx that are in a predeveloped format. Specifically, this will be the IAR/AAR Library and the SimEx off the shelf exercise programme (OTSE). The IAR/AAR library is structured around pillars or functions to be reviewed. For each of these pillars, the tool will present a series of predefined questions to the facilitator, with the flexibility to add and revise question according to the national context. In summary, the following will be included in the IAR/AAR Library tool: • • • • • The ability for facilitators to collaborate on the terms of reference, trigger questions and review criteria. These criteria will then be used to select for the database and adjust the trigger questions pertinent for the specific review to enable the construction of a tailor-made process that can be used to facilitate the specific review. Facilitators will be able to use the trigger questions to stimulate discussions during the review. Select which pillars or functions they require to be reviewed A database of generic trigger questions The ability to adapt the generic questions add specific custom questions The ability to pre-load templates for the collaborative processes during the conduct of the AAR The SimEx OTSE, will be designed to be a self-paced programme and can be run as a series of modules. Each of the modules should be designed for stand-alone use or combined with one or more other modules. There will be 13 modules in total which are aligned with the 13 core capacities outlined in the International Health Regulations 2005 (IHR). The software will include a planning tool that will enable the person customizing the exercise to select the modules needed and to select from a series of questions and evaluation indicators preassigned to the modules as well as have the ability to customize these questions and evaluation indicators. In addition, the software should be able to add three to five custom questions and linked evaluation indicators into each module. Once the module, questions and evaluation criteria have been selected, the scenario will have to be chosen from different pre-developed (video) scenarios that can be overlayed into the exercise. The software will then present a simple exercise that the participants will be able to complete. The exercise will be presented through a web browser with the option to print part or all of the exercise. The person assigned as the exercise evaluator will be able to fill a form with the evaluation indicators. In summary, the following will be included in the OTSE tool: 14 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews • • • • • • • • • Select which elements of the 13 modules available they require (up to a maximum of 5 for OTSE; unlimited for AAR). To achieve a good result, the organiser will be presented with a help screen to guide the selection, Select the discussion questions and linked evaluation indicators for each module Add/revise any questions for each module Select the overall scenario Identify and invite target audience/key participants and set a day/time for the exercise Run & facilitate the exercise Enable participants to vote or provide comment from pull down options to provide user feedback for the evaluation process Evaluate and draft the minimum reporting template Approval and submitting of the post exercise report PART B: REMOTE FACILITATION SERVICE Linked to the planning tools described above, we want a tool that will enable the completion of IAR/AAR & SimEx where external remote facilitation support is requested. This remote facilitation service would include the ability to run/facilitate IAR/AAR/SimEx and have plenary discussion as well as break-out discussions in a closed safe environment, save online notes taken on predesigned templates through collaborative processes and produce collaborative reports. Participants to the IAR/AAR or SimEx will be able to collaboratively contribute and discuss, even when teams are remote from each other. The tool will be flexible and with a focus on collaborative decision making. As part of this work we expect potential providers to give details of the approach that they would recommend. The following will be included in the remote facilitation tool: • • • A method for sharing whiteboards and interactive frameworks/interactive notetaking tools allowing the contribution from all participants. A reporting tool allowing to share and export in a structured manner the elements of discussion as well as the filled evaluation forms that will be used for the final reports. For the IAR/AAR process, participants will be pre-assigned to specific pillars and the tool will have the ability to alternate plenary discussion as well as break-out discussions by pillars. The sessions will be structured around 5 steps: a. What was in place before response? b. What happened during the response? c. What went well? What went less why? And why? d. What can we do to improve next time? e. The way forward For each step, the participants will have to be able to collaborate in break-out rooms and/or in plenary using structured note-taking templates as well as voting system. The tool will enable to export in a structured manner the elements of discussion. 5. REFERENCE MATERIALS Sample SimEx: https://extranet.who.int/sph/simulation-exercise AAR and IAR tools: https://extranet.who.int/sph/after-action-review https://www.who.int/publications/i/item/WHO-2019-nCoV-Country_IAR-2020.1 15 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews Core Capacity workbook: https://www.who.int/ihr/publications/WHO_HSE_GCR_2015.13/en/ IHR Monitoring and Evaluation Framework (IHR MEF): https://www.who.int/ihr/publications/WHO-WHE-CPI-2018.51/en/ 16 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews 6. APPLICATION CONCEPT 6.1 KEY SOLUTION ACTORS (USERS) There are 4 main actors: • System Administrator: responsible for managing the whole system, including users, reference data, reviewing and updating questions and data banks, monitoring SimEx and IAR/AAR, extracting data and reportsetc. • Lead-Facilitator (member states, WHO country offices and partners): responsible for creating country specific SimEx and IAR/AAR and facilitate the completion of activities. A facilitator is also responsible for sending invitations to end users, involved in running the created SimEx/ IAR/AAR and facilitate collaborative thinking among end users. • Co-facilitators (member states, WHO country offices and partners): iinvolved in running specific parts of the created SimEx/ IAR/AAR and facilitate collaborative thinking among end users that may have been allocated to specific groups (by core capacity or by pillars). • End Users: Users who perform the exercise and IAR/AAR A system administrator creats accounts for facilitators to enable them accessing the system and create their own SimEx or IAR/AAR System administrator will be notified on submissions to generate proper reports. A facilitator can select to create a SimEx or IAR/AAR after which he/she will be presented with a wizard-like module to help preparing the materials. Facilitator will send email invitation, from the tool, to the attendans (end users), providing the date and time of the workshop. End User accounts will be automatically created for invited users. Facilitator will review the results and submit them SimEx/AAR become available at the specified date/time. End users will enter the system and collaborate together to complete the exercise or the review with the help of the facilitator Figure 1 - Typical flow 6.2 BUILDING THE EXERCISE & REVIEW Facilitators can build the exercise using the following workflows: 17 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews Create a new SemEx IHR Core Capacity Select up to 5 core capacities Purpose, scope and objectives for each selected core capacity are automatically captured for the database Update Purpose and Scope. Keep objectives without modification Select and adapt the scenario s coming from the pre-developed video scenario repository. Selected and adapt the discussion questions and evaluation criteria (if applicable). Ask additional questions Pose questions to the participants Evaluate the exercise based on the evaluation criteria Agree on Action Plan Submit 18 Part A: planning/development of an AAR or an IAR by the facilitators Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews Initiate a new AAR Initiate a new IAR Agree on purpose, scope and objectives Agree on purpose, scope and objectives Trigger questions for AAR Select pillars to be reviewed Trigger questions for IAR Under each selected pillar, choose which trigger to us Edit selected trigger questions if needed Add up to 5 new trigger questions per pillar Part B: Facilitation of the AAR or the IAR developed 4a: What can we do to improve next time? (facilitated discussion with participants) Use of templates to develop activities Step 1: What was in place before response? (facilitated discussion with participants) Step 2: What happened during the response? (facilitated discussion with participants) Step 3: What went well? What went less why? And why? (facilitated discussion with participants) Use of note-taking templates 4b: for each activity developed by participants: assess (scale 1 to 3) ease of implementation assess (scale 1 to 3) level of impact 4c: Each participant can select individually for a pre-defined number of activities (5 to 10) Step 5: Discussion on Action plan with all activities ranked Ask for timeline and responsibilities for implementation Agree on Action plan Submit 7. BUSINESS REQUIREMENTS 7.1 FUNCTIONAL REQUIREMENTS ID 1 User Story As a system administrator, I want to manage facilitators’ accounts. When an account is created, an email is automatically sent to the accounts holder/facilitator and proper authorizationsication and permissions are granted. I should be also able to deactivate and/or replace facilitators’ accounts for member states, WHO country offices and partners. Actor Admin Priority 3-high 2 As a system administrator, I want to be able to maintain reference data, taxonomies, question banks and other reference materials and databases. Admin 3-high 3 As a system administator, I want to be able to create exercises and facilitate AAR workshop on behalf of member states, WHO country offices and partners. Admin 3-high 4 As a system administrator, I want to be able to see detailed information about all exercises and IAR/AAR, along with the progress of actions and calendars Admin 3-high 5 As an administrator, I want to be able to use any of the existing exercise packages and assign it to facilitators/countries. Admin 3-high 6 As an administrator, I want to monitor completed exercises and IAR/AAR, review all related materials and export final reports. as an administrator, I want to export a summary report with the status of SimEx and IAR/AAR for all countries and/or regions. As a facilitator, I want to be able to create exercise and IAR/AAR pakages from the existing core capacities/pillars, add/update questions, and create final reports after completing the exercise. as a facilitator, I want to use existing exercise or IAR/AAR packages I created previously as well as those pre-defined and created by a system administrator on my behalf. I want to be able to modify/update a previous package to create a new one for upcoming event. Admin 3-high Admin 3- high Facilitator 3-high Facilitator 3-high 7 8 9 Notes / Remarks Admin can also act as a facilitator. All features available to facilitators are also available to administrators An API to also be developed 20 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews ID 10 11 12 13 14 15 16 17 18 19 User Story As a facilitator, I want to have the tools and utilities to enable me run a workshop properly, monitor the sub-groups of attendees and support them completing the assigned tasks. Tools may include e-boards, note taking on predefine templates, mind mappers, …etc. I also want to upload materials, attach them to the relevant exercise, and share them with the attendees As an end user, I need to be allowed to prioritize the actvitities recommended during the SimEx and the AAR, through a voting system where I can rate the level of difficulty to implement them (1 to 3) and the impact I think the activity will have (from 1 to 3) As a facilitator, I want to use pre-defined templates to generate a report after the completion of the exercise. I also want the system to provide tools to evaluate the questions and generate action plans. As an end user, I need to be allowed to vote for a pre-defined number of activities recommended during the SimEx and the AAR. The facilitator will be able to rank activities by the number of votes received so I can see which areas should be prioritised As a facilitator, I want to be able to divide the participants into sub-groups, for side discussions, maintaining the record sessions and providing the group with all tools necessary to facilitate their work, sharing specific sections of the exercise with them to finish. As a facilitator, I want to easily find help and instruction to use the tool properly As a facilitator, I want to select the default language of the exercise As an end user (exercise participant), I want to receive email invitation with detailed about the date and time of the exercise As an end user, I want to be provided with collaboration tools to enable working in sub-groups as well as member of the whole group As an end user, I want to be able to answer the questions and comment or provide justification for the given answers in collaborative manner with other end users (in plenary or in sub-group) Actor Facilitator Priority 3-high End User 3-High Facilitator 3-high End User 3-High Facilitator 3-high Facilitator Facilitator End user 3-high 2-medium 3-high End user 3-high End user 3-high Notes / Remarks UN standard languages 21 Remote Facilitation Tool for Simulation Exercises, Intra-Action Reviews and After-Action Reviews 7.2 ID 1 2 3 4 5 6 7 8 NON-FUNCTIONAL REQUIREMENTS Requirement Security and data encryption Any application feature, component and module of the solution will be supported for access on the latest internet browsers, including Internet Explorer, Edge, Chrome, Firefox and Safary Responsive design enables accessibility from mobile devices User should remain logged to their sessions as long as the exercise is in progress. Autosave feature preventing data loss The solution will include a system log of activity in which events of interest, the time and date that they occur, their categorization and the user (if appropriate) that triggered the event are recorded. The log must be of sufficient detail to assist technical staff with debugging issues. Interfaces will be delivered in the English, French, Portuguese and Spanish languages but solutions will be built mindful of possible future delivery in all of the United Nations official languages; English, French, Spanish, Arabic (literary Arabic), Russian and Chinese (standard Chinese, Simplified Chinese characters). The application must deliver (multi-lingual) tooltips to describe page elements, meta data, help pages, and any other supporting information which improves the user experience. Questions to be confirmed Priority 3-high 3-high 3-high 3-high 3-heigh 1-low 2-medium 1-low Comments