FSE_Operation_Forward_Pass_Exercise_Series_08
Medical Supplies Management and Distribution
Exercise Evaluation Guide: FSE_Operation_Forward_Pass_Exercise_Series_08
Capability Description:
Medical Supplies Management and Distribution is the capability to obtain and maintain medical supplies and pharmaceuticals prior to an incident and to transport,
distribute, and track these materials during an incident.
Capability Outcome:
Critical medical supplies and equipment are appropriately secured, managed, distributed and restocked in a timeframe appropriate to the incident.
Jurisdiction or Organization: Buncombe Cnty
Name of Exercise: FSE_Operation_Forward_Pass_Exercise_Series_08
Location:
Date: 4/9/2008 - 4/9/2008
Evaluator:
Evaluator Contact Info:
Note to Exercise Evaluators: Only review those activities listed below to which you have been assigned.
Activity 1: Direct Medical Supplies Management and Distribution Tactical Response
Activity Description: In response to a need for medical assets, provide overall management and coordination for Medical Supplies Management and Distribution.
Tasks Observed (check those that were observed and provide comments)
Note: Asterisks (*) denote Performance Measures and Performance Indicators associated with a task. Please record the observed indicator for each measure
1.1
(Res.C1c
3.4)
Task /Observation Keys
Time of Observation/ Task Completion
Maintain communications with transportation units during distribution of medical supplies.
- Redundant communication systems employed
- Communication maintained with drivers and security personnel
Time:
Task Completed?
Fully [
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]
Partially [
]
Not [
]
N/A [
]
FSE_Operation_Forward_Pass_Exercise_Series_08
Activity 2: Activate Medical Supplies Management and Distribution
Activity Description: Upon identification of medical resource shortfalls and/or SNS deployment, activate warehousing operations.
Tasks Observed (check those that were observed and provide comments)
Note: Asterisks (*) denote Performance Measures and Performance Indicators associated with a task. Please record the observed indicator for each measure
2.1
(Res.C1c
4.1)
Task /Observation Keys
Time of Observation/ Task Completion
Establish medical supplies warehouse management structure.
- Identify manager
- Establish reporting requirements
Time:
Task Completed?
Fully [
2.2
(Res.C1c
4.2)
Activate warehousing operations for receipt of medical assets.
- Call-down list activated
- Warehouse staffed and operational prior to delivery of assets
- One person authorized to sign for the SNS medical supplies is present on site
- Staffing sufficient for expected warehouse needs
- Material handling equipment is available
]
Partially [
]
Not [
]
N/A [
]
]
Not [
]
N/A [
]
Time:
Task Completed?
Fully [
Time from approved request for SNS medical assets to activation and full staffing of
warehouse
]
Partially [
TARGET
ACTUAL
6 hours
Time from request of SNS supplies to arrival at LRS warehouse
TARGET
ACTUAL
4 hours
Unloading of pallets was not delayed
Yes [
Time required to off-load truck(s)
]
No [
TARGET
]
ACTUAL
1 hour
Inventory was placed in appropriate place according to plan
2.3
(Res.C1c
4.3)
Yes [
Identify needed transportation assets for medical supplies.
- Drivers briefed on process
- Appropriate vehicles identified
- Refrigerated vehicles identified (if needed)
- Security of medical supplies provided while enroute to POD and/or treatment
center (hospitals)
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]
No [
]
Time:
Task Completed?
Fully [
]
Partially [
]
Not [
]
N/A [
]
FSE_Operation_Forward_Pass_Exercise_Series_08
Activity 3: Establish Security
Activity Description: Upon activation of warehouse, activate Medical Supplies Management and Distribution security plan.
Tasks Observed (check those that were observed and provide comments)
Note: Asterisks (*) denote Performance Measures and Performance Indicators associated with a task. Please record the observed indicator for each measure
3.1
(Res.C1c
5.3.1)
Task /Observation Keys
Time of Observation/ Task Completion
Execute plan for credentialing medical supplies personnel.
- All personnel have identification badges regardless of role (Observers, VIPs,
etc.)
- No one present without badges
Time:
Task Completed?
Fully [
Percentage of appropriate security (e.g., Highway Patrol, County Sheriff, City Police)
and credentialing provided at all steps of transportation of pharmaceuticals and
supplies
3.2
(Res.C1c
5.2.2)
Establish security checkpoints in vicinity of medical supplies warehouse and at staging
areas.
- LRS manager has security in place and plan available for review
- Checkpoint security personnel briefed on credentialing protocols
- Checkpoint locations are able to process vehicles and staff without backups
]
Partially [
]
Not [
TARGET
]
N/A [
]
ACTUAL
All (100%)
Time:
Task Completed?
Fully [
]
Partially [
]
Not [
]
N/A [
]
Activity 4: Warehouse Operations and Distribution
Activity Description: After delivery of medical assets to warehouse facility, repackage pharmaceuticals and other assets and distribute to Points of Distribution
(PODs) and other health facilities.
Tasks Observed (check those that were observed and provide comments)
Note: Asterisks (*) denote Performance Measures and Performance Indicators associated with a task. Please record the observed indicator for each measure
4.1
(Res.C1c
6.2)
Task /Observation Keys
Time of Observation/ Task Completion
Assemble medical supplies warehouse teams (receiving, order management, picking,
packaging, quality control, and shipping.)
- Job action sheets provided
- Just-in-time training completed, as required
- Briefing given (situational awareness, mission, and safety concerns)
- ICS structure explained and ICS charts provided to staff
Time:
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Task Completed?
Fully [
]
Partially [
]
Not [
]
N/A [
]
FSE_Operation_Forward_Pass_Exercise_Series_08
4.2
(Res.C1c
6.3)
Inventory medical supplies warehouse resource levels.
- Document deliveries and distribution of medical resources
- Inventory Management System in place (with back-up)
Time:
Task Completed?
Fully [
4.3
(Res.C1c
6.4)
Provide quality control/quality assurance for requested medical assets prior to shipping.
- Check orders and correct errors
- Label outbound orders clearly
Track supply requests.
- Pick orders in sufficient quantities to open a “closed POD”
- Resource supply requests filled prior to exhaustion of existing supplies
- Documentation maintained consistent with laws and regulations
- Delivery confirmed and documented
- Track pharmaceutical lot numbers
Partially [
]
Not [
]
N/A [
]
]
Not [
]
N/A [
]
]
Not [
]
N/A [
]
Time:
Task Completed?
Fully [
4.4
(n/a)
]
]
Partially [
Time:
Task Completed?
Fully [
Time from arrival of medical resources/SNS at LRS warehouse to arrival at POD or
three local health facility
]
Partially [
TARGET
ACTUAL
4 hours
Activity 5: Buncombe Objectives
Activity Description: Upon activation of warehouse, activate Medical Supplies Management and Distribution security plan.
Tasks Observed (check those that were observed and provide comments)
Note: Asterisks (*) denote Performance Measures and Performance Indicators associated with a task. Please record the observed indicator for each measure
5.1 (n/a)
Task /Observation Keys
Time of Observation/ Task Completion
Validate Treatment Center receiving policies and procedures
-Call back to ICS to determine need
Time:
Task Completed?
Fully [
5.3 (n/a)
Credentialing completed for all staff
- Adm. Checks individuals in and tags everyone according to position
- Green LRS vests/ICS vests/ Facilitators orange with arm tags
4
Partially [
]
Not [
]
N/A [
]
]
Not [
]
N/A [
]
Time:
Task Completed?
Fully [
HSEEP Exercise Evaluation Guide: Medical Supplies Management and Distribution
]
]
Partially [
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5.5 (n/a)
Chain of Custody is completed and followed
-Buncombe Form is completed and followed according to plan with authorized
staff
Time:
Task Completed?
Fully [
5.6 (n/a)
Followed ICS in an SNS event
- Use of ICS forms
- Contact procedures
Partially [
]
Not [
]
N/A [
]
]
Not [
]
N/A [
]
]
Not [
]
N/A [
]
Time:
Task Completed?
Fully [
5.7 (n/a)
]
Re-apportion of Antiviral to Treatment Centers
-Calculate quantity of meds to be sent to each treatment center
]
Partially [
Time:
Task Completed?
Fully [
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]
Partially [
FSE_Operation_Forward_Pass_Exercise_Series_08
Medical Supplies Management and Distribution
FSE_Operation_Forward_Pass_Exercise_Series_08
Exercise Evaluation Guide Analysis Sheets
The purpose of this section is to provide a narrative of what was observed by the evaluator/evaluation team for inclusion within the draft
After Action Report/Improvement Plan. This section includes a chronological summary of what occurred during the exercise for the
observed activities. This section also requests the evaluator provide key observations (strengths or areas for improvement) to provide
feedback to the exercise participants to support sharing of lessons learned and best practices as well as identification of corrective
actions to improve overall preparedness.
Observations Summary
Write a general chronological narrative of responder actions based on your observations during the exercise. Provide an overview
of what you witnessed and, specifically, discuss how this particular Capability was carried out during the exercise, referencing
specific Tasks where applicable. The narrative provided will be used in developing the exercise After-Action Report
(AAR)/Improvement Plan (IP).
[Insert text electronically or on seperate pages]
Evaluator ObservationsRecord your key observations using the structure provided below. Please try to provide a minimum of
three observations for each section. There is no maximum (three templates are provided for each section; reproduce these as
necessary for additional observations). Use these sections to discuss strengths and any areas requiring improvement. Please
provide as much detail as possible, including references to specific Activities and/or Tasks. Document your observations with
reference to plans, procedures, exercise logs, and other resources. Describe and analyze what you observed and, if applicable,
make specific recommendations. Please be thorough, clear, and comprehensive, as these sections will feed directly into the drafting
of the After-Action Report (AAR). Complete electronically if possible, or on separate pages if necessary.
Strengths
1. Observation Title:
Related Activity:
Record for Lesson Learned? (Check the box that applies) Yes ___ No ___
1) Analysis: (Include a discussion of what happened. When? Where? How? Who was involved? Also describe the root cause
of the observation, including contributing factors and what led to the strength. Finally, if applicable, describe the positive
consequences of the actions observed.)
2) References: (Include references to plans, policies, and procedures relevant to the observation)
3) Recommendation: (Even though you have identified this issue as a strength, please identify any recommendations you may
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FSE_Operation_Forward_Pass_Exercise_Series_08
have for enhancing performance further, or for how this strength may be institutionalized or shared with others.)
2. Observation Title:
Related Activity:
Record for Lesson Learned? (Check the box that applies) Yes ___ No ___
1) Analysis:
2) References:
3) Recommendation:
3. Observation Title:
Related Activity:
Record for Lesson Learned? (Check the box that applies) Yes ___ No ___
1) Analysis:
2) References:
3) Recommendation:
4. Observation Title:
Related Activity:
Record for Lesson Learned? (Check the box that applies) Yes ___ No ___
1) Analysis:
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FSE_Operation_Forward_Pass_Exercise_Series_08
2) References:
3) Recommendation:
5. Observation Title:
Related Activity:
Record for Lesson Learned? (Check the box that applies) Yes ___ No ___
1) Analysis:
2) References:
3) Recommendation:
Areas for Improvement
1. Observation Title:
Related Activity:
Record for Lesson Learned? (Check the box that applies) Yes ___ No ___
1) Analysis: (Include a discussion of what happened. When? Where? How? Who was involved? Also describe the root cause
of the observation, including contributing factors and what led to the strength. Finally, if applicable, describe the negative
consequences of the actions observed.)
2) References: (Include references to plans, policies, and procedures relevant to the observation)
3) Recommendation: (Write a recommendation to address the root cause. Relate your recommendations to needed changes in
plans, procedures, equipment, training, mutual aid support, management and leadership support.)
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2. Observation Title:
Related Activity:
Record for Lesson Learned? (Check the box that applies) Yes ___ No ___
1) Analysis:
2) References:
3) Recommendation:
3. Observation Title:
Related Activity:
Record for Lesson Learned? (Check the box that applies) Yes ___ No ___
1) Analysis:
2) References:
3) Recommendation:
4. Observation Title:
Related Activity:
Record for Lesson Learned? (Check the box that applies) Yes ___ No ___
1) Analysis:
2) References:
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FSE_Operation_Forward_Pass_Exercise_Series_08
3) Recommendation:
5. Observation Title:
Related Activity:
Record for Lesson Learned? (Check the box that applies) Yes ___ No ___
1) Analysis:
2) References:
3) Recommendation:
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