U.S. DEPARTMENT OF HOMELAND SECURITY

Homeland Security

Exercise and Evaluation

Program

Volume IV: Sample Exercise Documents

and Formats
Introduction

Homeland Security Exercise and Evaluation Program (HSEEP) Volume IV: Sample

Documents and Formats provides sample exercise documents and formats to be used

and/or modified by exercise planners when designing and developing exercises and

managing exercise programs. Included materials are organized consistent with the

outline and contents of the other volumes in the HSEEP manual series. Contents Program Management - Contains sample materials for use in developing and

managing an exercise program, such as Project Management Timelines.  Planning - Contains sample materials for designing, developing, conducting, and evaluating exercises, such as example Situation Manuals (SITMANs) and

Exercise Evaluation Guides (EEGs).  Multimedia Library - Contains video clips, sounds, and pictures that may be

inserted into documentation or presentations to add a sense of realism.  References - Contains homeland security community resources such as

publications, Web sites, and acronyms/definitions.  Volunteered Materials - Contains examples of documentation posted

voluntarily by the planners and program managers who used them in actual

exercises and exercise programs. It is the intention that exercise planners with any level of exercise experience can use

these samples. HSEEP Volumes I and II provide Project Management Timelines which

support the use of these templates by listing the systematic process and action items to be

accomplished during each phase of exercise planning, conduct, and evaluation. These

sample documents support the planning, conduct, and evaluation phases and processes

discussed in HSEEP Volumes I, II, III, and V. Many of the HSEEP Volume IV sample

documents also include a brief description and instructions for their use. Document Modification

The sample materials provided in HSEEP Volume IV represent a useful set of resources

for planning, conducting, and evaluating a successful exercise, but are not exhaustive. They are meant to serve as a starting point from which exercise planners should

incorporate the goals and unique considerations of the exercising entity, thus tailoring the

exercise to their specific needs. Users should keep in mind that all materials can be adapted to accommodate any exercise

focus, type, scenario, or scope. Reflecting the ìall-hazardsî approach of the HSEEP

Policy and Guidance, Volume IV materials can be modified to address any preparedness

issue. Likewise, the materials should be adaptable to any of the seven HSEEPrecognized exercise types (seminar, workshop, tabletop, game, drill, functional [FE], and

full-scale [FSE]). For example, an Exercise Plan (EXPLAN) originally developed for a

FSE could be altered to meet the requirements of a FE as well. Further, the original

scope or scale included in the sample exercise materials can be altered to accommodate
either a larger or smaller exercise. To facilitate modifications, HSEEP Volume IV provides templates and example materials. Templates use an outline format for commonly used exercise materials that users can

modify and tailor to meet specific needs. Example materials are finished products that

demonstrate what a template product should look like when completed. Users may

choose the format with which they feel most comfortable but should exercise caution

when using example materials ñ particularly those containing scenario-related

information such as Situation Manuals (SITMANs) ñ and not simply fill-in-the-blank or

copy-and-paste information into a document without ensuring content accuracy and

pertinence. HSEEP Volume IV materials are not disseminated in an effort to design and develop

ìcannedî or ìboiler-plateî exercises. The intent behind making these documents

available to a wide audience is to lessen the burden on exercise planners. Many of these

materials, especially those that present an exercise scenario, should be tailored to reflect

the specific requirements of a given exercise. Tailoring creates a unique exercise that is

custom fitted to the specific needs or attributes of the participants and provides an added

dimension of exercise realism. However, it is important to remember that exercise

success is ultimately based on participant actions, be they discussions or actual response

activities. Exercise documents and materials simply lay the foundation for these player

actions. Exceptions to Modification

While all HSEEP Volume IV sample materials are designed and arranged to be adaptable

and easily modified, certain documents ñ the After Action Report/Improvement Plan

(AAR/IP), and Exercise Evaluation Guides (EEGs) ñ should remain in the same format. Whereas most exercise documentation has a generally accepted but highly flexible

structure, these two items have an expressly defined format and structure and

consequently, should remain in the provided formatting style. Document Sources

Many of the HSEEP Volume IV materials are based on proven exercise programs, have

been vetted through several organizations, and have gone through numerous iterations

and revisions. Whereas it is evident that many materials derive from the same program, HSEEP Volume IV is intended to be a compilation of best practice materials from a

variety of exercise programs. Likewise, although these materials are disseminated on

behalf of DHS and its partner agencies, the processes and documents can be adapted to

exercise programs sponsored by other Federal agencies or any organization. Available Electronic Formats

Electronic versions of HSEEP Volume IV materials are available only in Microsoft Word

and PowerPoint.
Volume Evolution

HSEEP Volume IV materials are constantly evolving based on innovative ideas and

changing conditions. In an effort to provide users with the best example materials

available, new, updated, and revised materials will be posted to the DHS website as they

become available. As stewards of the HSEEP, the DHS Preparedness Directorateís

Office of Grants and Training (G&T) will accept ideas, documentation, or innovative

materials for enhancing the exercise planning process. Program users can submit

comments and volunteer materials for inclusion in the HSEEP Volume IV database

directly through hseep@dhs.gov or by calling the G&T Centralized Scheduling and

Information Desk (CSID) Help Line at (800) 368ñ6498. For Official Use Only (FOUO)

The information and materials provided in HSEEP Volume IV are unclassified. However, some materials may require further restrictions once jurisdiction- or organization-specific

data has been added. Exercise materials that are produced in accordance with HSEEP

guidance and are deemed sensitive should be designated as ìFor Official Use Onlyî

(FOUO). FOUO is not a classification but it does make clear to participants that the

material is sensitive and should be handled with care. Examples of materials that may

require FOUO designations include AAR/IPs, Master Scenario Event Lists (MSELs), and

materials that include scenario information.