Ten Tors: Planning, Organisation and Incorporation of Lessons Learnt, a presentation by Dave Pickering, Tuesday 4 December 2018.

1. DAVE PICKERING – TEN TORS STAFF PLANNING OFFICER
TEN TORS
PLANNING, ORGANISATION AND INCORPORATION OF LESSONS LEARNT
Tuesday 4th December 2018

2. • Introduction
• Overview
• Organisation
• Planning
• Lessons
• Summary
• Questions
SCOPE
2

3. 3
Themes

4. • Introduction
• Overview
• Organisation
• Planning
• Lessons
• Summary
• Questions
SCOPE
4

5. Lt Col Gregory
OVERVIEW
5
‘Get on with it and rely on youth’
‘Give them a place to camp, water to wash in, a few latrines
and that’s all they need’
‘Above all, give the whole undertaking an atmosphere of
goodwill and trust and be sure it will succeed beyond your
wildest dreams’
Lt Col Gregory – Founding father of Ten Tors 1960

6. OVERVIEW
6
WHAT
TEN TORS
UK’s largest outdoor youth engagement event
1960 2018

7. TEN TORS CHALLENGE
• Team event
• 3 Categories 35M, 45M, 55M–
set by age
• Saturday 0700 – Sunday 1700
• ‘Without outside assistance’
7
WHAT
JUBILEE CHALLENGE
• Individual / Team event
• 5 Routes – set by Establishment
• Saturday 0730 – 1800
• Assistance as required
OVERVIEW

8. WHO
STATE SCHOOLS (72)
INDEPENDENT SCHOOLS (33)
CADETS (30)
SCOUTS (46)
OTHER TTC (22)
JUBILEE CHALLENGE (39)
5
9
5
4
3
3
3
3
4
3
96
3
5
6
4
Petersfield
Battle
London
Surrey

9. WHO
• 2800 participants
• 2000 Team Staff
• 1004 enablers
• 6000 spectators
9
WHERE
• Dartmoor Training Area
• Duchy and other owners’ land
• Dartmoor National Park
• Dartmoor Commons
WHEN
• Training Oct – May
• W/E post-May Day BH
WHY
• Training benefit
• Social responsibility
• Engagement
OVERVIEW

10. • Introduction
• Overview
• Organisation
• Planning
• Lessons
• Summary
• Questions
SCOPE
10

11. Organisation is the management structure
applicable to the project, programme or portfolio
and the organisational environment in which it
operates.
APM website.
ORGANISATION
11

12. ORGANISATION
12

13. ORGANISATION
13
Ten Tors
establishments

14. ORGANISATION
14
Training Sep - Apr
Ten Tors
Establishments Volunteers:
Compliance
monitors

15. • Introduction
• Overview
• Organisation
• Planning
• Lessons
• Summary
• Questions
SCOPE
15

16. 16
-169 23-Nov-18 ABC for MTD scrub for TT Events and year HQSW-G5
-163 29-Nov-18 Engagement Plan Published TT team
-163 29-Nov-18 Confirm funds for hiring Field for CPs TT Team
-162 30-Nov-18 Traffic Management Plan to DCC HQSW-G4 Log Sp
-162 30-Nov-18 LANTRA Trg Calling Notice to Units HQSW-G4 Log Sp
-159 03-Dec-18 MPC Calling Notice SO2 TT
-159 03-Dec-18 Teams confirm Trg Progs SO3 TT
-159 03-Dec-18 Book/Source CIS HQSW-G6 CIS
-158 04-Dec-18 Order Printing SO3 TT Publications
-158 04-Dec-18 Contract meeting with Farmer ref CP Field TT Team
-155 07-Dec-18 Risk Matrix - Finalise HQSW-G4 SHEP SO2 SHEP
-154 08-Dec-18 1199a for MPC in SO3 TT
-152 10-Dec-18 Send out Invite to Traders TT Team Completed by SO3 TT
-151 11-Dec-18 TT Coord Conf SO2 TT In HQSW, TT Team to Coord
-148 14-Dec-18 Safeguarding Policy Circ HQSW-MCI
-147 15-Dec-18 Send out Invites Wyv Station VVIPs, VIPs, Presenters, Others
-147 15-Dec-18 Apply for Traffic Restriction Order HQSW-G4 Log Sp Included in TMP
-147 15-Dec-18 Apply for A30 Slip-Rd Opening HQSW-G4 Log Sp Included in TMP
-147 15-Dec-18 Ex Instruction TT19 released SO2 TT / SO3 G3
Task Tracker
PLANNING

17. 17
D - 16 D - 15 D - 14 D - 13 D - 12 D - 11 D - 10 D - 9 D - 8 D - 7 D - 6 D - 5 D - 4 D - 3 D - 2 D - 1 D Day D + 1 D + 2 D + 3 D + 4 D + 5 D + 6
Day Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri
Date
25-Apr 26-Apr 27-Apr 28-Apr 29-Apr 30-Apr 01-May 02-May 03-May 04-May 05-May 06-May 07-May 08-May 09-May 10-May 11-May 12-May 13-May 14-May 15-May 16-May 17-May
Battle Rhythm
Coord
Confs
start
Coord
Confs
finish
HQ SW
Confm
Pers
Residen
t letters
out
Met
Check.
SWHQ
Staff
start to
arrive
Ops Rm
Min
manning
establish
ed
Manning
ops Rm
PIRBS Group
Confm
Pers
Team
Briefs
Public
info
MSG
Confm
Pers
G4 elm
deploy
Regtl
ROCC drill
RHQ
deploy
CP
Deploy
Man
CPs/SC
s
Camp Mngmt
Group
Confm
Pers
Camp
Prep
Guardrm
/
Receptio
n manned
1200
Camp
open
OKC
Camp +
Res +
POL
Hand
Back
OKC
Traffic
Control &
Mangt Group
Confm
Pers
2 x MHE
on call
Trackw
ay
Laying
Veh
park +
moveme
nt
manage
ment
Hand
back
fields to
Mr
Hodge
SFP Group
Confm
Pers
Start
TTC
De Kit
TTC
Jubilee
Challenge
Group
Confm
Pers
Prep JC Run JC
C2 Support
Confm
Pers
Adv pty Ops Rm
Est
Man
Ops Rm
+ Rad
nets
Artillery
Support
Confm
Pers
Start Ex
Aviation
Support
Confm
Pers
Arrival Deploy
CP
CASEV
AC Sp
Engage
ment
cap
arrives
DP
001.
Met
go/no
go
1200hrs
Use of
Alt veh
park?
002 Met
go/no
go
1200hrs
004 Met
go/no go
1200hrs
005 Met
go/no
go
1200hrs
DP
003
Trackw
ay
165RLC
TT19 SYNCH MATRIX

18. 18
Actor 0600 0605 0610 0615 0620 0625 0630 0635 0640 0645 0650 0655 0656 0657 0658 0659 0700 0705 0710 0715 0720 0725 0730 0735 0740 0745 0750 0755
TTC
Complete in
starting
pens
TTC
H
FT
Complete in
starting
pens
FT
H
JC
Complete in
starting
pens
JC
H
SH
SH starts
engines
Lift from
HLS
Guns PUP Guns DOP Hold clear of OKC for para drop and speeches.
A/C hold for 5 miles downwind.
G2A comms provided from ops room for on top start timings.
Fly over
TTC (H+1)
UAV
UAV in operation
Guns
Crews in
posn NLT
Guns flown
into posn
Fire Guns
collapse NB
Parachute Display Team (PDT)
Wind drift
indic
P
PDT on the
ground
AGC Band
Finish once PDT ready for P
6 RIFLES Bugles
0654 Bugle
sounds
TTC JC
Padre
TTC Prayer
Comd SW
Breakfast
Move to
TTC start
point
Visit guns
Visitor 1
pyro det to
GOC HC
Speech Start TTC On challenge
Visitor 2
Call FM Initiate
guns
Visit guns
Visitor 3
Start FT
Visitor 4
Starts JC Follows JC participants

19. KEY PLANNING EVENTS
19
Date / Time Event Remarks
Sep 18 – Apr 19 Planning
conferences /cords
Early planning
essential
Oct 18 Team Managers
briefing
Circa 400 TM’s
Oct –Dec 18 Instructions released
Mar – May 19 Decision Points ‘Go –
No Go’
Liaison with Met
Apr – May 19 Conplan rehearsals
Mar 19 All instructions
published
Jun 19 Request military
support for TT 21
Jan 19 Book areas for TT20
PLANNING

20. 20
• JC finish
• Start & Finish (TTC).
• Campsites
• JC start
PLANNING

21. Safety
Control x10
• 12 support staff
• Near road
• First Aid posts
co-located
• Open until 2000
(35 milers, 2200
45&55 milers).
• All JC points
are SC’s.
Check
Point x14
• 4 support staff
• Can’t be
crashed out or
fall out from a
CP.
NB:
• Route has SC and CP
• Must go in the order that they are given on their control
card.
• 35M Must camp at a CP or SC.
• 45 and 55 not closer than 1000m from a SC or CP.
• Not to go past their 8th Tor on Saturday.

22. 22
15 km
20 km
C 2700
participants

23. Rare bird nesting areas

24. • Training on Dartmoor
• Environmental Compliance Monitoring
PLANNING
24

25. RIVER STATES – WHY THEY’RE IMPORTANT
PLANNING

26. PLANNING
26
Risk Matrix
High
Common, regular or
frequent occurrence.
3 3 Med 6 High 9 High
Medium Occasional occurrence. 2 2 Low 4 Med 6 High
Low
Rare or improbable
occurrence.
1 1 Low 2 Low 3 Med
Risk Matrix
Likelihood X Severity
2 2 3
Minor injury or
illness.
Serious injury
or illness.
Fatalities,
major injury or
illness.
Low Medium High
High Improve control measures; consider stopping work. Conducting work at this level
of risk is to be reported up the Line Management / Command chain.
Medium Review control measures and improve if reasonably practicable to do so, consider
alternative ways of working.
Low Maintain control measures and review regularly or if there are any changes.
Hazard
Ref
RISK Associated with
Hazard
(Those that may be harmed
– type of injury or ill health)
Existing Control Measures
(Note 2)
Risk Rating Additional Controls
Required
(Note 2)
Review
frequency
(Note 3)
6.2
SHMovementtoRecoverMSG/MedISP
fromtheMoor.
- MSG
- Med ISP
- Controlled access and egress from HLS/SH.
- HLS area segregated and picketed and signs
displayed
against incursion.
- During the start where there are many
participants
and spectators the cordon around the HLS in manned
by BrUOTC personnel.
- All Hel Ops conducted in accordance with
detailed
operating instructions.
- Safety brief given by aircrew when
embarking/disembarking from the aircraft.
- Embarkation / disembarkation controlled by air
crew.
- Personnel trained in safe lifting techniques
- Loads broken down in manageable lifts.
1 x 3 The Portaloos in the
area of the start and
the HLS must be
sited well away from
any approach and
return routes, siting
should be discussed
with the pilot prior to
placing into position.
Note; this was as a
result of an infamous
incident whereby a
Merlin was seen to
be destroying and
lifting Portaloos on
national TV.
3 months prior
to D Day
CO 6 Rifles

27. CONTINGENCY PLANS
PLANNING

28. • Introduction
• Overview
• Organisation
• Planning
• Lessons
• Summary
• Questions
SCOPE
28

29. 33. Lessons process. All Units are to start capturing lessons NOW.
Any lessons that are for the benefit for the wider audience are to be
recorded here in the TT19_Lessons_register. Lessons are to be
classified as Pre-Event, Event or Post event. Units are to Prioritise
Lessons as a Priority 1: MUST have or Priority 2: Desirable.
(Extract from the TT19 Warning Order released Oct 18)
LESSONS
29

30. How are TT lessons captured?
• Units / individuals pass Lessons to Ten Tors
Team.
• Individuals record Lessons directly onto
Lessons Register.
• Ten Tors team actively canvas for Lessons
(because if we don’t bother then maybe they
wont either).
LESSONS
30

31. 31
Ser Date of LI
Initiator
Unit
Responsible Actiontaken
Date
completed
(a) (b) (c) (g) (h) (i)
1 Landmarc SO3 TT
2 845 6 RIFLES
3 SO2TT SO3 TT
4 SO1 TT 165
6
Group points
(SO1 TT)
SO1 TT
Orange andPinkCardscompleted
04-Oct-18
7 SO1 TT
Ongoing
Accom for JHC
staff
Condemned accommodation blocks upon arrival meant that 845 NAS
personnel were not initially accommodated near the HLS.
It is vital that 845 NAS are allocated the officers accommodation
adjacent to building 93 in order to maintain alert states. This
issue was resolved in house by speaking to the site
accommodation manager; however, this involved a lot of running
around during a busy flying period conducting TT tasking. It is
requested that these buildings are cleared for use prior to arrival.
Orange Card. To include: 1.Safety info.
Groupemail toTM'swhena notice isonthe TTwebsite. Use BCC
The Correct booking dates are required. With the camp booking, the
advance party was from the 1st, and everything else was from 8th, but
we had sound system personnel arriving and saying that they needed
their building from 3rd.
Unit to Sort (SO3 TT now submitting all bookings, if he leases
with the RQ he can confirm their first day onsite and when the
SSET are needed from and to)
RMP overenthusiastic with blue lights; complaints from local residents
about attitude of some RMP staff on traffic management and that they
were not aware of the plan.
RMP extremely useful asset to TT but must be properly briefed
on requirements for blue lights and traffic management powers
and plan.
TT Map. Get geo to look at producing a TT map each year – a case of
putting an overlay onto the trg area map so shouldn’t be too difficult.
Overlay to include that year’s RBNAs, river crossing info etc.
Title of Lesson Observation / Lesson Recommendation
(d) (e) (f)
G1 Personnel & Administration
LESSONS

32. LESSONS
32
Lessons Register – Detailed example
63 845 EUOTC
The Shadow will be in Pink, Team will be in one
colour of T Shirt TBC.
Jubilee Challenge
horses
We were informed all JC participants / horses would be in PINK high-vis,
therefore easily identifiable by us from the air. However, this wasn’t the
case and only some of the JC participants / staff were wearing yellow
high vis. Hundreds of people participating in TT wear yellow high vis
bergan covers etc, so the JC individuals are not identifiable from the air,
especially at low level and 120kts.
Request that all JC individuals wear pink high – vis, or something
that makes them stand out as JC staff, something different from
the TT competitors. Tracker to be with FT
Ser Date of LI
Initiator
Unit
Responsible Action taken
Date
completed
(a) (b) (c) (g) (h) (i)
Title of Lesson Observation / Lesson Recommendation
(d) (e) (f)
Jubilee Challenge
horses
We were informed all JC
participants / horses would be
in PINK high-vis, therefore
easily identifiable by us from
the air. However, this wasn’t
the case and only some of the
JC participants / staff were
wearing yellow high vis.
Hundreds of people
participating in TT wear yellow
high vis bergan covers etc, so
the JC individuals are not
identifiable from the air,
especially at low level and
120kts.
Request that all JC
individuals wear
pink high – vis, or
something that
makes them stand
out as JC staff,
something different
from the TT
competitors.
Tracker to be with
FT
The Shadow will be
in Pink, Team will be
in one colour of T
Shirt TBC. For FT:
Tracker and strobe
to be carried.
Issue raised by Naval Air
Squadron
Possible solution
from Naval Air
Squadron
Answer from
Exeter OTC

33. How are TT lessons applied?
• Units make responses on Lessons Register.
• Exercise Instruction cross-referenced with
Lessons Register before publishing.
• Units cross Reference Lessons with their
instructions before publishing.
LESSONS
33

34. • Introduction
• Overview
• Organisation
• Planning
• Lessons
• Summary
• Questions
SCOPE
34

35. 35

36. • Introduction
• Overview
• Organisation
• Planning
• Lessons
• Summary
• Questions
SCOPE
36