# Presentation: 288882

***National Capital Region Exercise and Training Operations Panel (ETOP)***

**National Preparedness Training and Exercise Conference****May 12, 2008**

## History of ETOP

- In 2004, the Governors of Maryland and Virginia, the Mayor of the District of Columbia, and the Advisor to the President for Homeland Security established an NCR Senior Policy Group (SPG) to provide continuing policy and executive level focus to the region’s homeland security programs (including the UASI Grant Program) and to ensure full integration of these programs with statewide efforts in Maryland, Virginia, and the District of Columbia.
- The SPG is composed of State Homeland Security Advisors and Emergency Management Directors and represents the governors of Maryland and Virginia, the mayor of Washington, D.C. and the Department of Homeland Security.

## History of ETOP 

- The CAO HSEC is comprised of top officials representing the county executives of the local NCR jurisdictions and provides a local viewpoint to UASI funding decisions.  The CAO HSEC works in tandem with the SPG to develop the scope of the regional homeland security program each fiscal year.
- In 2005, the SPG and CAO HSEC jointly approved the creation of the Exercise and Training Operations Panel (ETOP) RPWG to ensure that training and exercises were coordinated across every discipline, jurisdiction, and level of government in the NCR.

## History of ETOP

- In 2005, the NCR developed a Homeland Security Strategic Plan that describes a region-wide strategy for strengthening capabilities across all phases of preparedness (prevention, protection, response, and recovery) to manage homeland security risks.
- To support the Strategic Plan, two sets of work groups exist within the NCR:  Regional Emergency Support Function (R-ESF) committees and Regional Programmatic Working Groups (RPWG).  The R-ESF concept, as described in the Regional Coordination Plan, aligns with the Emergency Support Functions (ESF) defined in the National Response Framework.

## Mission and Scope

- The mission and scope of the ETOP RPWG is to establish a collaborative, regional approach for exercises and training throughout the NCR.

## Meetings

- ETOP conducts at least one monthly physical, face-to-face meeting.  The location is determined by consensus.  Although teleconferencing is available at these meetings, attendance is strongly encouraged.  ETOP also conducts monthly conference calls as needed.

## Decision Making

- ETOP will make all decisions on a majority basis of the voting membership.  A minimum of five (5) voting members (or their proxy) must attend at a meeting where a decision is required.  Votes may also be taken by phone or by e-mail.
- Decisions involving funding allocations (made outside of the annual grant application process) are recommendations only and must receive SPG approval.

## Working with other groups

- ETOP will maintain contact and coordination with other NCR RPWGs and R-ESF Committees.  Members of ETOP will be designated as a liaison to at least one NCR RPWG, R-ESF Committee, or military committee.  ETOP representatives serve as a two-way conduit of information:
- The representative will communicate current ETOP initiatives to their assigned NCR RPWG or R-ESF Committee.
- The representative will communicate specific training and exercise needs or initiatives from their assigned NCR RPWG or R-ESF Committee to ETOP.

## Contact with external organizations

- The ETOP RPWG will maintain contact and coordination with external organizations, including, but not limited to, the monthly Training and Exercise Consortium (TEC) meetings.  The TEC meetings provide an opportunity for Federal, State, local and private representatives to provide information and updates on upcoming regional exercise and training initiatives and programs.  The TEC Meetings provide the means for developing a regional calendar of training and exercises that are shared with all regional partners.

## Primary Role of ETOP

**Primary Role of ETOP**

- Coordinate and support regional training and exercise planning and execution within the NCR:
- Monitoring exercise and training activities related to the goals and objectives in the NCR Homeland Security Strategy;
- Ensuring compliance with grant guidance for exercise and training activities funded by NCR UASI grants; and
- Tracking after action reports and improvement plans developed from exercises.

## General Responsibilities of ETOP Continued

- Developing and maintaining a Regional three year training and exercise plan based upon existing and future training and exercise needs.
- Developing and institutionalizing a standardized after action report/improvement plan process to support strengthening (or enhancement of) plans, policies and procedures.
- Developing and administering a formalized sub-grant process for NCR regional training and exercises that includes established guidelines for providing funding recommendations to the SPG and CAO HSEC on project proposals received throughout the period of performance of the grants (outside of the annual grant application cycle).

**General Responsibilities of ETOP Continued**

## Other ETOP Responsibilities

**Other ETOP Responsibilities**

- Maintaining the ETOP website to serve as a portal of information on RPWG activities and to create a record of past activities, decisions, and policies.
- Ensuring that the Training and Exercise Consortium (TEC) meets on a monthly basis to provide a regional structure for providing exercise and training information, coordination, consistency, and regional integration between federal, state, and local agencies.
- Reviewing after action reports/improvement plans and providing a quarterly and yearly summary / analysis to the SPG and CAO HSEC.

## Other ETOP Responsibilities Continued

**Other ETOP Responsibilities Continued**

- Making recommendations on funding for NCR training and exercises to the SPG and CAO HSEC during the yearly NCR UASI grant application process and throughout the period of performance of the grants:
- The GAP analysis, after action reports, and improvement plans developed from exercises should form the basis for the recommendations and ultimate approval by the SPG and CAO HSEC.
- Ensuring that all NCR UASI grant funded exercises are compliant with the Homeland Security Exercise Evaluation Program (HSEEP) guidelines.
- Reviewing and updating the Three Year Exercise Plan on a yearly basis:
- The Three Year Exercise Plan must be approved by the SPG and CAO HSEC.

## Chairperson Responsibilities

**Chairperson Responsibilities**

- Coordinate the time and location of monthly meetings and conference calls.
- Coordinate an agenda prior to each meeting.
- Review and approve the current Rolling Action Item List (RAIL) document.
- Review meeting minutes.
- Provide a briefing to the SPG and CAO HSEC on a quarterly basis or as requested.
- Serve as a point-of-contact for the SAA PMO for ETOP-related activities.

## SAA Responsibilities

**SAA Responsibilities**

- Attend monthly meetings and conference calls.
- Disseminate the agenda at least three working days prior to the meeting or conference call.
- Update the RAIL on a monthly basis and submit to the Chairperson for review and approval.  Disseminate to ETOP with the meeting agenda.
- Provide monthly exercise and training program and budgetary updates.
- Serve as secretary for ETOP to include drafting detailed minutes for meetings and conference calls; minutes will be submitted to the Chairperson for review and approval within three working days, disseminated to ETOP, and posted to the ETOP Website.  Minutes will be formally approved at the following meeting or conference call.
- Provide financial spending updates on training and exercises funded from UASI grant funds.

## Voting Member Responsibilities

- Attend monthly meetings and conference calls.
- Serve as liaisons to R-ESFs, RPWGs and the military.
- Design and develop Regional exercises following ETOP guidelines.
- Serve as gatekeepers to the DHS CAP and NEXS programs.
- Vote upon proposals requesting ETOP funds for training and exercises and make recommendations to the SPG to approve or deny funding.
- Serve as liaisons and subject matter experts to Regional exercises.
- Support and participate in Local, Regional and Federal exercises.

## Non-Voting Member Responsibilities

- Attend monthly meetings and conference calls.
- Serve as liaisons to R-ESF Committees and other RPWGs.
- Design and develop Regional exercises following ETOP guidelines and the HSEEP.
- Serve as gatekeepers to the DHS CAP and NEXS programs.
- Provide input on proposals requesting ETOP funds for training and exercises.
- Serve as liaisons and subject matter experts to Regional exercises.
- Support and participate in Local, Regional, and Federal exercises.

## Requesting Grant Funds

- Complete Project Management Plan.
- Template Provided
- Submit to ETOP Liaison for Review and Recommendation.
- Submit to RESF/RPWG for Recommendation.
- Submit to ETOP for Review and Recommendation.
- Submit to SPG for Review and Recommendation.

## Project Requirements

- Must meet guidelines established by DHS Office of Grants and Training for the HSGP.
- Must be managed and executed in accordance with Homeland Security Exercise and Evaluation Program (HSEEP).
- The process and mechanism for completing an After Action Report (AAR) and an AAR Improvement Plan Process must be included in the UASI GRANT application.
-   Approval and release of funds (final payment) will be contingent upon submission of the required AAR/IP Report.

## Questions and Contact Information

- Questions?
- Joe Henderson (MEMA) (410) 517-3609  jhenderson@mema.state.md.us
- Don Amos (VDEM)  (571) 221-3583
- 	donald.amos@vdem.virginia.gov
- ETOP Website
- 	http://extranet.mwcog.org/sites/rpwg_etop/default.aspx