Extracted from an EN Seminar 30 th January 2014 Examples of reactions to a crisis What were our aims for CERN Ensure that the CERN Management fully supports the idea Study a number of Major Events or Crises which have affected CERN in the past ID: 998525
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1. Crisis Management@CERNSimon BairdExtracted from an EN Seminar 30th January 2014
2. Examples of reactions to a crisis
3. What were our aims for CERN?Ensure that the CERN Management fully supports the idea Study a number of Major Events (or Crises) which have affected CERN in the past, Validate, which Major Events should be classified as Crises Decide on the most likely Crises CERN will face in the futureEstablish a Crisis Management Team (CMT), whose role will be to manage a Crisis, whenever it occurs. Establish the list of CMT members (and alternates). Establish a Crisis Management Centre (CMC) at CERN, from which the CMT can operateEstablish the procedures the CMT will use during the management of a Crisis Set up training exercises by simulating Crises and the Organisational response to them. Propose actions to:-Minimize the likelihood and severity (impact) of potential future Crises at CERNEnsure that the Organization can learn from a Crisis, and our response to it,
4. CCC/TIDeviationAnomalyIncidentSeriousIncidentAccidentLevel01234DescriptionAlarm with no stop of facilitiesShort stop of equipment causing facility stopSignificant stop of a facilityPossible equipment damageMajor on-site equipment damageMinor off-site damageNon-reversible on-site damageMajor off-site damageEventsLaser level 1 or 2 alarmsDowntime few hoursDowntime 24 -72 hoursDowntime several weeks. Serious affect on physics programEvent outside normal operation's scenariosDowntime several monthsSerious threat to future operationsPolitical impact201152561025 00ExamplesE.g. power cuts, thunder storms, water problems…E.g. Storm trips MP7 loop = LHC without powerJuly 2006 power failureBA3 FireSept. 2008 sector 3-4EscalationTI OperatorTI Operator, technical responsibleTI supervisor, Group and Dept LeaderCMT & DGCMT & DGSimilar study for CMS installation
5. Crisis Management DocumentsCERN Crisis Management Policy = whatMandate, scope & principles, Responsibility & accountability, Monitoring of performanceCERN Crisis Management Procedures = howNotification & activation, Team functions & responsibilities, Situation assessment, issues and actions, decision processes & logging….CERN Crisis Communications Plan
6. External review by specialized consultantsFollowed by a training program on crisis managementOverview of crisis management best-practiceDescribe the tools and techniques Roles and responsibilitiesUse of the CERN CM proceduresHow the CMT should operateFeedback on the training“Need of more practical trainings”“Nice course. Good introduction. But if a crisis happened tomorrow it would still be chaos, although better organised chaos. ““Tendency to stumble into the silver level and debate details too long would certainly happen.”External review in February 2013
7. Comms team:MediaPublicStaff UsersMember StatesHost StatesHost State HSEThe CMT ChairHead ofComms.hairTechnical LeadEmergencyServicesSafetyInformationManagementAdminSupportDept.LeadersLHC tech Coords40 peopleMembers & alternates+ DirectorsLog keeperDG
8. The CMTCMT LeaderSimon BairdAlternateMike LamontDGRolf Heuer AlternateNominated DirectorEmergency servicesGianni DeromaAlternateMaurici Galofré VilaTechnical leadFreddy BordryAlternatePaul CollierHealth & SafetyRalf TrantAlternateEnrico CenniniAdministrationConnie PotterAlternateSevda BudunJeanette SchuelerLog keepingDawn HudsonAlternate Georgina HobgenCommunicationsJames GilliesAlternateCorinne PralavorioInformation ManagementPeter SollanderAlternateRende Steerenberg
9. CMT OperationRegular situation meetings (maximum 45 minutes) Assessment of situation = what has happened, where, when etc. & what actions have been takenIdentify any immediate critical decisions/actions and implementIdentify issues arising from the incident and resulting actionsStakeholders, people, environment, operations, premises/assets, reputation, future (what will we need to do tomorrow?)Set priorities for actions, decisionsDetermine a communication strategyLogbook to record actions, decisions etc.Update the Situation ReportWhat we know, what we have done, what we are doingIdentified issues, priorities & critical decisions to be madeBreak for implementation (~1 hour)Go back to 1 above
10. CMC (Crisis Management Centre)Establish two dedicated centres from which to manage a CrisisRedundancyType of CrisisBuilding 65 (Fire Brigade) and 874 (CCC)RequirementsAlways available and ready to useEmergency powerPhones, internet, video conference facilitiesProjector, PC(s), Whiteboards, Plans, documentation…….Plus a dedicated Communications roomMedia monitoring equipment , internet, TV’s etc…PC’s, whiteboards, phones……..
11. CMC (Crisis Management Centre)CMC in building 65 CMC in CCC
12. Crisis Communication PlanStand alone document and teamWork alongside the CMTDeveloped by DG/COCERN Public statementsInformation to staff, users etc..Official communication with host states, member states…Organization of interviews, press conferencesBriefing CERN spokespersonMonitoring of media channelsSocial media management & interactionCrisis hotline
13. ExercisesOrganised by an external consultantExercise = 1 day2 exercises a few weeks apart train twice as many peopleUsing the same scenarioTabletop, but with real time outside interactionsCMT and the Communications teamScenario be prepared and run by consultantsWith expert input from CERNExternal observers for feedback after each exerciseDates = October/November 2013
14. ScenarioA serious fire inside the CMS cavernPotential radio-active and environmental implicationsAn Israeli delegation is visiting point 5 with TV crew & journalistsEvacuation… 3 people not accounted forSerious injuries, even one fatalityIntense media scrutinyJournalists callsTwitter, Facebook, …Live TV news bulletins…Felt very realistic…
15. Aims of the exercisesRehearse team membersCMT and Communications team2 exercises (same scenario)Test and validate the implementation processes (for CMT & the Crisis Communications team)Notification & ImplementationTest CMT OperationThe “battle rhythm” processStrategic decision making and CERN’s response to the incidentManagement of media & communications (internal and external)Do we have the correct interfaces in place for the CMT to implement the response strategy?
16. ….. be prepared