bc oil and gas commission - public protection & safety branch … · 2020. 4. 22. · public...

Public Protection & Safety Branch Operations Division 6534 Airport Road, Fort St. John BC V1J 4M6 Phone (250) 794-5200 Fax (250) 794-5380 Rev. 2016-02-09

TABLETOP EXERCISE AUDIT FORM

The BC Oil and Gas Commission audits emergency exercises as part of our safety management program. Through these

routine evaluations, the Commission is able to confirm each company has the trained and certified staff and resources

identified in their emergency response plan, and that staff participating in the exercise are knowledgeable in their roles

and responsibilities during incidents and emergencies.

Our intent is to provide each company with a fair and accurate account of how their staff met these expectations, and to

identify any areas of concern which the exercise may have highlighted. We are also committed to the dialogue on

safety, and welcome feedback on both our evaluation process, and any specific points within an evaluation that your

organization would like to clarify.

Auditing of emergency management exercises contributes to the Commission’s overall understanding of the safety

culture within each company. Combined with other evaluation factors – such as a company’s maintenance of Emergency

Response Plans and emergency contact telephone numbers – the Commission is able to best focus inspection and

auditing resources on the areas of highest risk.

The tool has been designed for use across the full range of exercise types, and there may be occasions when some fields

are not applicable due to the type or design of a specific exercise. In such cases, the overall assessment may be adjusted

to reflect the elements that were present and evaluated.

The purpose of an emergency management exercise – tabletop, functional, or full scale – is to provide all participants

with an opportunity to confirm their knowledge, and discover any gaps in plans, expectations and assumptions. This is

particularly important when mutual aid forms part of the emergency response, as the quality of communications

between organizations determines the effectiveness of a response.

It is important that a common vision exists between evaluators and exercise participants of these key objectives:

Promote emergency preparedness

Test a new plan or amendments to a plan

Reveal planning weaknesses

Reveal resource gaps

Test equipment and standard operating procedures

Improve coordination

Clarify role and responsibilities

Improve individual performance

Demonstrate operational capability

Fulfill regulatory requirements

Additional benefits that may be achieved through emergency management exercises include:

Gain public recognition of the emergency management program

Develop confidence in the knowledge and skills necessary to act effectively during emergencies.

The auditing tool on the following pages has been developed in consultation with representatives of emergency

management planning, upstream, mid-stream and downstream aspects of the oil and gas sector in British Columbia.

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Permit Holder Name:

Date & Time (start and end) Date: Start Time: End Time:

OGC Auditor(s) in Attendance:

Copy of Exercise scenario given to OGC representative Yes No N/A

Other Agencies in Attendance:

Person & Company Conducting Exercise

Name of ERP used for Exercise

Describe the Type of Tabletop Exercise (question based, role playing, etc)

Exercise for which fields or facility:

(Confirm with PH at exercise)

Was this the first exercise held for this field(s) or facility? Yes No

Date and type of Last Exercise

Date:

Type:

Full Scale Exercise Due (if applicable):

PERSONNEL: Field ICP EOC

________ ________ ________

________ ________ ________

________ ________ ________

# of responding employees work in field / facility:

# of responding employees in attendance:

Percent of employees participating:

What is the permit holder’s plan for exercising field personnel not in attendance today?

Was this the first exercise for any participants? Yes No If Yes, how many? _______________

Was the EOC part of the exercise? Yes No

Location of Exercise


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Item Meets Statement

= Y

Score 0-4

Not Observed

or Not Applicable

Needs Improvement

Observations & Times

Measurement Statements

PREPARATION Pre-Exercise 1 Was there a sign in sheet for

participants? Y N

☐ ☐ Y-Attendance was recorded of participants

N-No attendance was recorded of participants

2 Did the exercise have objectives? Y N

☐ ☐

Y- There were objectives N-There were no objectives

3 Were rules set out for the exercise? Y N

☐ ☐

Y-Rules were communicated to participants N-Rules were not communicated to participants

4 Does the company use the ICS system?

0 1 2 3 4 ☐ ☐

0-Does not use ICS 1-Permit Holder uses a few roles but no EOC structure 2-Permit Holder uses some roles from ICS and has an EOC structure 3-Permit Holder has the 7 basic roles but EOC is different 4- Permit Holder uses the complete ICS and EOC roles

5 Were inputs used in the exercise?

0 1 2 3 4 ☐ ☐

0-Initial input given but no further inputs given 1-Inputs given ad hoc 2-Planned inputs given at appropriate times but not to appropriate roles 3-Planned Inputs given to appropriate roles but not at appropriate times 4-Inputs were given to appropriate roles in a planned sequence at appropriate times

Emergency Response Plan 6 Do all ERP’s have the same

date ? Y N

☐ ☐ Y-All manuals have same date on cover and

same last revision list as PP&S manual N-Some manuals do not have the same date

7 Has the ERP(s) been updated in the last year? Y N

☐ ☐ Y-The ERP(s) are have been updated within the

last year N-The ERP(s) are more than a year old

8 Did all roles have an ERP manual?

0 2 4 ☐ ☐

0-No roles had an ERP or a form of it 2- Some roles had an ERP or a form of it 4- All roles had an ERP or a form of it

EXERCISE Internal Communication 9 Was mode of

communication discussed? Y N ☐ ☐ Y – Method of communication was discussed.

N – Method of communication was not discussed.


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= Y

Score 0-4

Not Observed

or Not Applicable

Needs Improvement



Emergency Level 10 Was the level of emergency

selected promptly? Y N

☐ ☐

Y–Level of emergency was declared within the first 30 minutes of the incident N-Level of emergency was not declared within the first 30 minutes of the incident

11 Was the risk matrix applied correctly? Y N

☐ ☐

Y-The risk matrix was applied correctly N-The risk matrix was not applied correctly

Action Plan 12 Was an action plan discussed

and determined ? Y N ☐ ☐ Y- An action plan was discussed and determined

N-An action plan was not discussed and determined

Response Priorities 13 Was the correct response

priorities used? 1. Responder Safety, 2. Public Safety, 3. Control of Incident

Y N

☐ ☐

Y-The correct response priorities were used when responding to the incident N-The correct response priorities were not used when responding to the incident.

Hazard Assessment 14 Was a hazard assessment

discussed? Y N ☐ ☐

Y-A hazard assessment for the personnel was discussed N-A hazard assessment for the personnel was not discussed

15 Were the hazard procedures referenced in the ERP? Y N

Y-Hazard procedures were referenced in the ERP N-Hazard procedures were not referenced in the ERP

Map & Hazard Response Zone (HRZ) 16 Was the map pulled out and

referenced when incident started?

0 2 4 ☐ ☐ 0-The map was not pulled out

2-The map was pulled out but not referenced 4-The map was pulled out and referenced

17 Was an HRZ determined quickly?

Y N

☐ ☐

Y-The HRZ was determined within the first 15 minutes N-The HRZ was not determined within the first 15 minutes

18 Was an HRZ for the hazard determined correctly ? (especially if non H2S incident)

Y N

☐ ☐

Y-The calculated HRZ was correctly determined N-The calculated HRZ was not correctly determined


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19 Were personnel able to

interpret the map well?

0 2 4 ☐ ☐

0-Personnel were not able to interpret map well

2- Some personnel were able to interpret the map well 4-All personnel were able to interpret the map well (tenure holder boundaries, cross reference

entities on the map with information in the binder, etc.)

20 Was the map correct and did it contain all pertinent

information? Y N

☐ ☐

Y-The map was correct and contained all pertinent information.

N-The map was not correct and it was missing pertinent information.

21 Was an inventory of the HRZ performed correctly?

Y N

☐ ☐

Y-The inventory of the HRZ was performed correctly (tenure holders, permit holders, residents, waterways, railroads, etc.)

N-The inventory of the HRZ was not performed correctly.

Roadblocks &Closure Order 22 Were roadblocks

determined in correct

locations? Y N

☐ ☐ Y-Roadblocks were placed in correct locations

N-Roadblocks were not placed in correct

locations

23 Were roadblocks set up in a timely manner?

Y N

☐ ☐

Y-Roadblocks were set up in a timely manner appropriate to the circumstances N-Roadblocks were not set up in a timely manner appropriate to the circumstances

24 Was there a discussion of a

closure order from the applicable agency in a timely manner?

Y N

☐ ☐

Y-Road closure from applicable agency was

discussed N-Road closure form applicable agency was not discussed

Checklist 25 Did the checklists of the

roles get discussed or used? Y N ☐ ☐ Y

-The checklists were discussed or used N-The checklists were not discussed or used

Roles 26 Did the different roles get

discussed? Y N

☐ ☐ Y-The roles were discussed?

N-The roles were not discussed?

27 Did the participants have a good understanding of the

roles? Y N

☐ ☐

Y- The participants have a good working knowledge of the roles and their duties

N-The participants did not have a good working knowledge of the roles and their duties

Forms 28 Did the forms get discussed?

Y N ☐ ☐ Y - The forms were discussed.

N- The forms were not discussed


= Y

Score 0-4

Not Observed

or Not Applicable

Needs Improvement




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Residents, Transients, Evacuation, Sheltering 29 Was the resident section of

the ERP referenced? Y N

☐ ☐

Y- The resident section of the ERP was referenced N-The resident section of the ERP was not referenced

30 Was there a discussion regarding evacuation/sheltering of residents?

Y N

☐ ☐

Y-There was discussion about the evacuation and sheltering of residents. N- There was no discussion about the evacuation and sheltering of residents.

31 Did the company identify all other public potentially affected by the incident

such as non-resident landowners/renters, other operators, tenure holders, recreational users, etc.

Y N

☐ ☐

Y-All known transients were identified N-Not all known transients were identified

32 Was consideration given to notification of schools and school buses? Y N

☐ ☐

Y -Consideration was given to notification of the

school children and their buses. N-Consideration was not given to notification of

the school children and their buses. 33 Were rovers discussed?

Y N

☐ ☐ Y-Rovers were discussed

N-Rovers were not discussed 34 Was consideration given to

dispatching a helicopter to help with roving?

Y N

☐ ☐

Y-Consideration was given to dispatching a helicopter N-Consideration was not given to dispatching a helicopter

35 Were actions taken to prevent access into the HRZ by other means such as railways, water courses, etc.

Y N

☐ ☐

Y-Actions were taken to prevent access to the HRZ from other means. N-Actions were not taken to prevent access to

the HRZ from other means.

NOTAM Order 36 Was consideration given for

a NOTAM order? (to be considered where there is a release of a toxic substance for flammable product)

Y N

☐ ☐

Y-A NOTAM order was considered N-A NOTAM order was not considered


= Y

Score 0-4

Not Observed

or Not Applicable

Needs Improvement




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External Communication 37 Were all relevant

government agencies

contacted? EMBC MOT/Public Works Local Gov. Authority Local Health Authority WorkSafe MOE (through EMBC) RCMP MFNLRO School District

Y N

☐ ☐

Y-All relevant government agencies were

contacted. N-All relevant government agencies were not contacted.

Command Posts 38 Were command posts

established? ICP, Offsite Command Post, EOC

Y N

☐ ☐

Y -Command Posts were established N-Command Posts were established

39 Was a staging area

established to effectively manage for external resources to report to?

Y N

☐ ☐

Y-A staging area was established N-A staging area was not established

Air Monitoring 40 Was mobile air monitoring

considered/discussed? Y N

☐ ☐ Y-Mobile air monitoring was discussed

N-Mobile air monitoring was not discussed

Ignition 41 Was consideration given for

ignition by referencing the ignition criteria? Y N

☐ ☐

Y-Ignition was considered by referencing the ignition criteria. N-Ignition was not considered by referencing the ignition criteria.

Equipment 42 Was necessary external

equipment and resources

discussed? Y N ☐ ☐

Y-The necessary external equipment and

resources were discussed. N- The necessary external equipment and resources were not discussed

Media 43 Was media discussed?

Y N

☐ ☐ Y-Media was discussed

N-Media was not discussed

Post Incident 44 Was there discussion to

downgrade/stand-down the incident in consultation with OGC?

Y N

☐ ☐

Y -The decision to downgrade/stand-down in consultation with OGC was discussed N-The decision to downgrade/stand-down in consultation with OGC was not discussed


= Y

Score 0-4

Not Observed

or Not Applicable

Needs Improvement




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45 Did discussion take place

regarding securing the site and evidence for investigation?

Y N

☐ ☐

Y-Site security was discussed for evidence

preservation post incident N- Site security was not discussed for evidence preservation post incident

ERP 46 Did the participants have

good knowledge about their ERP?

0 2 4 ☐ ☐

0-No one had a good knowledge of their ERP 2-Some participants had a good knowledge of their ERP 4-All participants had a good knowledge of their

ERP

47 Were the participants able to find information in the ERP easily?

0 2 4 ☐ ☐

0-Particpants were not able to easily find information in the ERP 2-Some participants were able to easily find information in the ERP

4-All participants were able to easily find information in the ERP

48 Did participants open the ERP manual during the

exercise? Y N

☐ ☐

Y-Participants used their ERP or a form of it during the exercise N-Not all participants used their ERP or a form

of it during the exercise.

EMERGENCY OPERATION CENTRE 49 Did the personnel at the

EOC understand their role? (support to IC) Y N

☐ ☐

Y-The EOC understood their role as a support role to the ICP N-The EOC did not understand their role as a support role to the ICP

POST EXERCISE 50 Did the exercise execute

and flow well? Y N

☐ ☐

Y-The exercise executed and flowed in a systematic and methodical manner N-The exercise was not executed or flowing in a

systematic and methodical manner

51 Was an exercise debriefing meeting held to state what went well and what areas need improvements?

Y N

☐ ☐

Y-A debriefing meeting was held N-A debriefing was not held

52 Were debriefing

comments and action items captured? Y N

☐ ☐

Y-Debriefing comments and action items were

captured N-Debriefing comments and action items were not captured

53 Were the exercise goals and objectives met? Y N

☐ ☐ Y-The exercise objectives and goals were met

N-The exercise objectives and goals were not met

54 Were the action items from the last exercise completed? Y N

☐ ☐

Y-The action items from the last exercise were completed N-The action items from the last exercise were not completed.


= Y

Score 0-4

Not Observed

or Not Applicable

Needs Improvement




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TOTAL SCORE:

OGC Observations (items mentioned at debrief) Successes Opportunities for improvement

OGC Recommendations:

OGC SIGN OFF

OGC Staff Member: _____________________________________________ Date: ______________________________ OGC Staff Member: _____________________________________________ Date: ______________________________


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COMPANY REPRESENTATIVE RECEIVING FORM

COMMENTS: (plans to address deficiencies, comments on form, comments on evaluation, etc)

Acknowledgement of receipt and contents of the Audit: Senior Company Representative Name:___________________________________________________________ Senior Company Representative:________________________________________________________________ Date:__________________________________________


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TIME AND EVENT LOG OF THE EXERCISE TIME EVENT


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Field: ICP: of responding employees work in field facility: fill_0: fill_1: of responding employees work in field facility1: fill_2: fill_3: of responding employees in attendance: If Yes how many: Permit Holder Name: OGC Auditors in Attendance: Other Agencies in Attendance: Person Company Conducting Exercise: Name of ERP used for Exercise: Describe the Type of Tabletop Exercise question basedrole playing etc: Exercise for which fields or facilityConfirm with PH at exercise: Location of Exercise: Y N1: Y N3: Y N5: 0 1 2 3 4: 0 1 2 3 41: Y N7: Y N9: 0 2 4: Y N11: fill_4: Offfill_5: Offfill_6: Offfill_7: Offfill_8: Offfill_9: Offfill_10: Offfill_11: Offfill_12: Offfill_13: Offfill_14: Offfill_15: Offfill_16: Offfill_17: Offfill_18: Offfill_19: Offfill_20: Offfill_21: OffY N13: Y N15: Y N17: Y N19: Y N21: Y N25: 0 2 41: Y N27: Y N29: fill_22: Offfill_23: Offfill_24: Offfill_25: Offfill_26: Offfill_27: Offfill_28: Offfill_29: Offfill_30: Offfill_31: Offfill_32: Offfill_33: Offfill_34: Offfill_35: Offfill_36: Offfill_37: Off0 2 42: Y N31: Y N33: Y N35: Y N37: Y N39: Y N41: Y N43: Y N45: Y N47: fill_38: Offfill_39: Offfill_40: Offfill_41: Offfill_42: Offfill_43: Offfill_44: Offfill_45: Offfill_46: Offfill_47: Offfill_48: Offfill_49: Offfill_50: Offfill_51: Offfill_52: Offfill_53: Offfill_54: Offfill_55: Offfill_56: Offfill_57: OffY N49: Y N51: Y N53: Y N55: Y N57: Y N59: Y N61: Y N63: fill_58: Offfill_59: Offfill_60: Offfill_61: Offfill_62: Offfill_63: Offfill_64: Offfill_65: Offfill_66: Offfill_67: Offfill_68: Offfill_69: Offfill_70: Offfill_71: Offfill_72: Offfill_73: OffY N65: Y N67: Y N69: Y N71: Y N73: Y N75: Y N77: Y N79: fill_74: Offfill_75: Offfill_76: Offfill_77: Offfill_78: Offfill_79: Offfill_80: Offfill_81: Offfill_82: Offfill_83: Offfill_84: Offfill_85: Offfill_86: Offfill_87: Offfill_88: Offfill_89: OffY N81: 0 2 43: 0 2 44: Y N83: Y N85: Y N87: Y N89: Y N91: Y N93: Y N95: fill_90: Offfill_91: Offfill_92: Offfill_93: Offfill_94: Offfill_95: Offfill_96: Offfill_97: Offfill_98: Offfill_99: Offfill_100: Offfill_101: Offfill_102: Offfill_103: Offfill_104: Offfill_105: Offfill_106: Offfill_107: Offfill_108: Offfill_109: OffOGC Staff Member: OGC Staff Member1: Date: TOTAL SCORE: Successes: Opportunities for improvement: OGC Recommendations2: Senior Company Representative Name: Senior Company Representative: Date1: TIME: EVENT: TIME1: EVENT1: TIME2: EVENT2: TIME3: EVENT3: TIME4: EVENT4: TIME5: EVENT5: TIME6: EVENT6: TIME7: EVENT7: TIME8: EVENT8: TIME9: EVENT9: TIME10: EVENT10: TIME11: EVENT11: TIME12: EVENT12: TIME13: EVENT13: TIME14: EVENT14: TIME15: EVENT15: TIME16: EVENT16: TIME17: EVENT17: TIME18: EVENT18: TIME19: EVENT19: TIME20: EVENT20: TIME21: EVENT21: TIME22: EVENT22: TIME23: EVENT23: TIME24: EVENT24: TIME25: EVENT25: TIME26: EVENT26: Text Field0: Text Field1: Text Field2: Check Box0: OffCheck Box1: OffCheck Box2: OffCheck Box3: OffCheck Box4: OffText Field3: Text Field4: Text Field5: Text Field6: Check Box5: OffCheck Box6: 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bc oil and gas commission - public protection & safety branch … · 2020. 4. 22. · public...

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