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The CISO Decision Brief

Exercise Logistics & Participant Readiness Checklist

Confirms attendees, pre-reads, rooms, observers and ground rules are set so the exercise starts on time.

Available soon

Format
Excel
Size
62 KB
Length
10 sheets
Version
1.1
Updated

What's inside

What changed

  1. 1.1

    DORA Article 11(6) quoted in full: the yearly test covers ICT systems supporting all functions.

  2. 1.0

    Published.

Changes across this pack

Preview

The workbook's sheets as you will receive them, with its example rows and the values its formulas calculate. Highlighted [[text]] is for you to replace; rows marked EXAMPLE are for you to delete. Wide sheets scroll sideways. The cover, document control and changelog sheets are in the file.

Instructions

How to use this workbook

StepWhat to do
1Open the checklist when the sponsor approves the exercise, 40 working days before it (the Exercise Planning & Facilitation Procedure). On the Summary sheet, enter the exercise ID, the exercise, its date and the start time. Every due date on the Checklist sheet then calculates.
2Set the check date on the Summary sheet to today, or type =TODAY(). An item not done by its due date shows Overdue in the Check column.
3Work through the items as they fall due. Record the status (Done, Open or N/A), the date it was done and the evidence: the approval email, the invitation list, the room booking. N/A needs a reason.
4Items marked Critical are the ones without which the exercise cannot start on time or cannot test what it set out to test. Not ready: a Critical item is overdue at the check date. Ready, with actions: nothing Critical is overdue, but items are still open (not yet due, overdue but not Critical, or an entry to correct). Ready: every item is Done, or N/A with a reason.
5Complete the checklist 5 working days before the exercise and again at the final check the day before. If the status is Not ready, the exercise lead and the sponsor decide the same day: fill the gap or move the date. Record the decision in the sign-off.
6On the day, use the Session plan sheet: the run of show with clock times from your start time, the hot debrief and the ground rules to read out.
7Add items of your own on the blank rows at the foot of the checklist, with an ID, a timing group from the list and the working days before the exercise (for example -10).
8To clear the EXAMPLE, delete the contents of the 'Row' column and of every yellow column on the checklist, and the exercise details on the Summary; the items stay.

Legend

Yellow cells are inputs. Everything else is calculated or fixed — do not overwrite formulas.

EXAMPLERows marked EXAMPLE in the first column show how a completed row looks. Delete them before approval.

EXAMPLE: a wholesale distributor with about 900 staff, three warehouses and an online ordering service that takes 60% of its orders. Its next tabletop, EX-2026-03, is executive payment fraud (SC-05) on 22 Oct 2026, checked as at 30 Sep 2026. Everything due by then is done; the rest is not yet due, so the status is Ready, with actions. The drill before it, EX-2026-02 on 6 Oct 2026, uses the shorter list in the drill tailoring note below.

Tailoring — small organisation: keep every Critical item. The exercise lead can also facilitate a short session, with someone else as scribe, and one observer from outside the team is enough.

Tailoring — board session: allow 90 minutes, invite the board through its secretary at least as early as the D-30 group, and send the pre-read with the board papers. The ground rules are the same.

Tailoring — drill: the drill tests one step done for real. Keep the sponsor, the objectives, the observer, the timings and the hot debrief; drop the scenario and inject items. Warn the people whose systems the drill touches.

Tailoring — remote session: every item applies. Test the dial-in with each remote participant, and send each inject to everyone at the same moment.

Checklist

The checks, by when they fall due. Yellow columns are yours; Due and Check calculate from the exercise date and the check date on the Summary sheet.

RowItem IDTimingWorking days from the exerciseItemDone whenRule or stepCriticalOwnerDueStatusDone onEvidence or noteReason (for N/A)Check
EXAMPLELR-D40-01D-40: Scope and objectivesD-40Sponsor named and the kind of exercise chosenAn executive sponsor has asked for the exercise. The kind is set: tabletop (180 minutes), board session (90 minutes), drill (60 minutes).EX-01NoExercise lead27 Aug 2026Done27 Aug 2026Sponsor: Chief Operating Officer (executive incident lead). Tabletop, 180 minutes.Done
EXAMPLELR-D40-02D-40: Scope and objectivesD-40Audience chosen from the programme and dueThe audience is one the programme sets for this slot, and holding it now keeps it within its interval from the audience table.EX-02NoExercise lead27 Aug 2026Done27 Aug 2026AU-02 and AU-03: AU-02 last exercised 18 Mar 2026, interval ends 18 Mar 2027; AU-03 last exercised 6 Oct 2026, interval ends 6 Apr 2027.Done
EXAMPLELR-D40-03D-40: Scope and objectivesD-40Scenario taken from a top risk or a recent incidentThe scenario comes from the risk register or an incident, and this audience did not have it last time.EX-05NoExercise lead27 Aug 2026Done27 Aug 2026SC-05, executive payment fraud. R-02: payment fraud is outside appetite, and INC-2026-015 was a €84,000 near miss. Held before the peak season. Last time these audiences had SC-01.Done
EXAMPLELR-D40-04D-40: Scope and objectivesD-40Three to six objectives approved by the sponsorEach objective names a decision, who takes it and the rule it is judged against. The sponsor approved them before the scenario was written.EX-03, EX-04YesExercise sponsor27 Aug 2026Done27 Aug 20266 objectives (O1 to O6), approved 27 Aug 2026.Done
EXAMPLELR-D40-05D-40: Scope and objectivesD-40Re-tests that are due are among the objectivesEvery objective awaiting re-test for this audience is tested again, within [[6]] months of its action being done.EX-11NoExercise lead27 Aug 2026Done27 Aug 2026SC-01 O6 (EA-05, done 12 Jun 2026) is re-tested by SC-05 O6, "handle the reputational side", for the media holding statement (CT-09). The customer notice (CT-04) is re-tested at EX-2026-02 on 6 Oct 2026. Both parts fall within 6 months of the action being done, by 12 Dec 2026.Done
EXAMPLELR-D30-01D-30: Invitations and rolesD-30Date and length fixedThe date and start time avoid busy periods and allow the full 180 minutes, with the hot debrief the same day.EX-08NoExercise lead10 Sep 2026Done10 Sep 202622 Oct 2026, 180 minutes, before the peak season (November and December).Done
EXAMPLELR-D30-02D-30: Invitations and rolesD-30Invitations sent to every participantEach role holder in the audience has the date, the length and the ground rules. Never the scenario or the injects.EX-06YesExercise lead10 Sep 2026Done10 Sep 2026Sent 10 Sep 2026 to the role holders of AU-02 and AU-03.Done
EXAMPLELR-D30-03D-30: Invitations and rolesD-30Deputies invited tooEvery deputy named in the plan takes part in an exercise at least every [[24]] months.EX-07NoExercise lead10 Sep 2026Done10 Sep 2026The two deputies are invited to EX-2026-03 on 22 Oct (EA-06).Done
EXAMPLELR-D30-04D-30: Invitations and rolesD-30Critical suppliers with a part in the scenario invitedEach supplier the scenario relies on is invited under its contract's exercise clause (P06 CL-11).AU-05 (P06 CL-11)NoExercise lead10 Sep 2026Done10 Sep 2026SUP-005 email and office software provider.Done
EXAMPLELR-D30-05D-30: Invitations and rolesD-30Facilitator named, who takes no decisionsThe facilitator runs the session and is not a participant. If they hold a role in the plan, their deputy plays it.EX-06YesExercise sponsor10 Sep 2026Done10 Sep 2026Head of Information Security; their own role was played by their deputy.Done
EXAMPLELR-D30-06D-30: Invitations and rolesD-30At least one independent observer namedOne observer or more, at least one independent of the team being tested.EX-06YesExercise lead10 Sep 2026Done10 Sep 2026Internal Audit Manager (independent); Credit Control Manager (Finance, outside the payment chain).Done
EXAMPLELR-D30-07D-30: Invitations and rolesD-30Scribe namedSomeone records each decision, who took it and when. Not a participant.EX-06NoExercise lead10 Sep 2026Done10 Sep 2026Security analyst.Done
EXAMPLELR-D25-01D-25: Scenario and injectsD-25Scenario and injects writtenEvery objective has at least one inject that tests it, and every inject falls inside one of the three phases.Inject rulesYesFacilitator17 Sep 2026Done17 Sep 20268 injects (I1 to I8) in the three phases; each of O1, O2, O3, O4, O5, O6 is tested.Done
EXAMPLELR-D25-02D-25: Scenario and injectsD-25Facilitator cards readyEvery inject forces at least one decision. The facilitator's card names the decision, the expected good answer and the rule it is judged against.Inject rulesNoFacilitator17 Sep 2026Done17 Sep 2026One card per inject, from the Tabletop Scenario — Executive Payment Fraud deck.Done
EXAMPLELR-D25-03D-25: Scenario and injectsD-25One spare inject per phaseThe facilitator may hold one spare inject per phase for a discussion that stalls.Inject rulesNoFacilitator17 Sep 2026Done17 Sep 2026Three spares, one per phase, marked as spares.Done
EXAMPLELR-D15-01D-15: Scenario checkD-15Scenario checked for realismThe scenario checker, who will not take part, confirms the facts, names and times would ring true.A03 planningNoScenario checker1 Oct 2026OpenNot yet due
EXAMPLELR-D15-02D-15: Scenario checkD-15Scenario checked against today's plan and playbookEvery expected answer on the cards matches the current plan, playbook and contacts, so participants are judged on today's rules.EX-03NoFacilitator1 Oct 2026OpenNot yet due
EXAMPLELR-D5-01D-5: Pre-read and logisticsD-5Pre-read sent, without the injectsParticipants have the plan, the playbook and the ground rules. The scenario's injects stay with the facilitator.EX-06YesFacilitator15 Oct 2026OpenNot yet due
EXAMPLELR-D5-02D-5: Pre-read and logisticsD-5Attendance confirmedEvery participant, or their named deputy, has confirmed. A gap in a key role is filled or the date moved.EX-07YesExercise lead15 Oct 2026OpenNot yet due
EXAMPLELR-D5-03D-5: Pre-read and logisticsD-5Room booked for the whole sessionA room for 180 minutes plus set-up, with a screen and space for observers apart from the table.A03 planningNoExercise lead15 Oct 2026OpenNot yet due
EXAMPLELR-D5-04D-5: Pre-read and logisticsD-5Dial-in arranged for anyone remoteA tested link for anyone who cannot attend in person, and a way for them to receive injects at the same moment.A03 planningNoExercise lead15 Oct 2026OpenNot yet due
EXAMPLELR-D5-05D-5: Pre-read and logisticsD-5Observer sheets preparedEach observer has the objectives, what Met looks like for each, the evaluation scale and a place to note times against each objective. Participants never see this sheet (EX-06).EX-08NoFacilitator15 Oct 2026OpenNot yet due
EXAMPLELR-D5-06D-5: Pre-read and logisticsD-5Materials readyInjects printed or loaded in order, the run of show, the ground rules and copies of the contact list and decision rights.A03 planningNoFacilitator15 Oct 2026OpenNot yet due
EXAMPLELR-D1-01D-1: Final checkD-1Room, screen and dial-in testedThe room is set out, the screen works and the dial-in has been tried from outside.A03 planningNoExercise lead21 Oct 2026OpenNot yet due
EXAMPLELR-D1-02D-1: Final checkD-1Observers briefedObservers know the objectives, the scale, where to sit, and that their written notes are due within 2 working days.EX-08YesExercise lead21 Oct 2026OpenNot yet due
EXAMPLELR-D1-03D-1: Final checkD-1Timings agreed with the facilitatorThe run of show fits 180 minutes and the break check is planned.Run of showNoFacilitator21 Oct 2026OpenNot yet due
EXAMPLELR-D1-04D-1: Final checkD-1Participants remindedStart time, place, dial-in and the rule on phones. Nothing about the scenario.EX-06NoExercise lead21 Oct 2026OpenNot yet due
EXAMPLELR-D0-01Day 0: On the day, before the start"Day 0"Room open and set before the startThe facilitator, scribe and observers are in place [[30]] minutes before the start.Run of showNoFacilitator22 Oct 2026OpenNot yet due
EXAMPLELR-D0-02Day 0: On the day, before the start"Day 0"Pre-brief readyThe 15-minute pre-brief is ready: objectives, ground rules, roles and how the session runs. participants hear the objectives, never the injects. 7 ground rules to read out.Run of showYesFacilitator22 Oct 2026OpenNot yet due
EXAMPLELR-D0-03Day 0: On the day, before the start"Day 0"Scribe's decision log readyA log with the time, the decision, who took it and the inject it answered.EX-06NoScribe22 Oct 2026OpenNot yet due
EXAMPLELR-D0-04Day 0: On the day, before the start"Day 0"Hot debrief set for the same day, in the roomThe 30-minute hot debrief is in the run of show and nobody leaves before it.EX-08YesFacilitator22 Oct 2026OpenNot yet due
EXAMPLELR-D0-05Day 0: On the day, before the start"Day 0"Next steps ready for the closeThe 5-minute close gives the date of the after-action report: within 10 working days.EX-09NoExercise lead22 Oct 2026OpenNot yet due

Session plan

Session plan

The 180-minute run of show from the Exercise Planning & Facilitation Procedure. Clock times calculate from the start time on the Summary sheet.

Run of show

PartStarts (minutes in)Length (minutes)Clock timeWhat happens
Pre-brief015Objectives, ground rules, roles and how the session runs. Participants hear the objectives, never the injects.
Phase 1: first signs and the first hour1540Detection, triage, declaration, first containment.
Break5510Facilitator and observers check timing and which objectives are still untested.
Phase 2: escalation and the big decisions6540Severity, reporting, decision rights, suppliers.
Phase 3: recovery, reporting and communication10540Restoring safely, outside communication, the days after.
Hot debrief14530Round the table (10 minutes). Observers (10 minutes). Agree and close (10 minutes).
Close1755Thanks, what happens next and when the after-action report is due.
End180

Hot debrief, before anyone leaves (EX-08)

StepMinutesWhat happens
Round the table10Each participant: one thing that worked, and one thing to change.
Observers10A first view per objective, on the evaluation scale, with the facts behind it.
Agree and close10The facilitator reads back the likely findings and the date of the after-action report.

Ground rules to read out at the pre-brief

No.Ground rule
1No blame. The exercise tests the plan and the organisation, never the people in the room.
2Play your own role, and say what you would actually do with what you know at that moment.
3Decide. "I would check the plan" is not an answer: say what the plan tells you to do.
4Accept the scenario. It is realistic enough, and arguing with it uses up the time.
5Findings are reported without names. What people say in the room stays there.
6Phones away, unless the scenario asks you to make a call.
7Anyone may stop the exercise with the stop phrase, [[Real world, stop the exercise]], if a real incident or a real emergency needs them. The facilitator ends it at once.

Who does what on the day

RoleWhat they do
FacilitatorThe person who runs the exercise. Gives the injects, keeps time and keeps the discussion on the objectives. Takes no decisions in the scenario.
ScribeThe person who records each decision, who took it and when, as the exercise runs.
ObserversA person who watches and records against the objectives, and takes no part in the discussion or the decisions.
ParticipantsA person who plays their own real role in the scenario and takes the decisions that role would take.
Exercise sponsorThe executive who asks for the exercise, approves its objectives and approves the after-action report.

Summary

Readiness summary and sign-off

The exercise, the check date, the results by timing group and overall, the readiness status and the sign-off. Everything below the exercise details is calculated.

Exercise IDEX-2026-03EXAMPLE. EX-year-number, as the programme numbers it.
ExerciseTabletop: Executive payment fraudEXAMPLE. The kind of exercise and the scenario.
Exercise date22 Oct 2026EXAMPLE. Every due date counts back from here in working days.
Start time[[e.g. 09:00]]Enter a time, for example 09:00. The session plan's clock times follow.
Check date30 Sep 2026EXAMPLE: the example quarter end. Use today's date, or type =TODAY().
Working days from the check date to the exercise16Calculated, Monday to Friday. Add your public holidays to the formula if you need them.

EXAMPLE: the example organisation's checklist for EX-2026-03, as at 2026-09-30. Clear the EXAMPLE answers to use your own.

Results by timing group

TimingItemsDoneN/AOpen, not yet dueOpen, overdueCritical items overdueTo correctStatus
D-40: Scope and objectives5500000Ready
D-30: Invitations and roles7700000Ready
D-25: Scenario and injects3300000Ready
D-15: Scenario check2002000Ready, with actions
D-5: Pre-read and logistics6006000Ready, with actions
D-1: Final check4004000Ready, with actions
Day 0: On the day, before the start5005000Ready, with actions
All items3215017000Ready, with actions
Status — Not ready: a Critical item is overdue at the check date. Ready, with actions: nothing Critical is overdue, but items are still open (not yet due, overdue but not Critical, or an entry to correct). Ready: every item is Done, or N/A with a reason. To correct: Done without a date, N/A without a reason, or an item without a due date. Items without an Item ID are not counted.

Other counts

CountItems
Critical items in the checklist10
Critical items not yet done5
Items done after their due date0

Sign-off

RoleNameDateStatus at sign-offDecision or reference
Checked by (Exercise lead)[[Name]][[YYYY-MM-DD]][[Status]][[Reference]]
Ready to run, accepted by (Exercise sponsor)[[Name]][[YYYY-MM-DD]][[Status]][[e.g. go ahead; or the gap filled; or the date moved to]]
Final check, the day before[[Name]][[YYYY-MM-DD]][[Status]][[Reference]]

After the exercise: observers' written notes within 2 working days (EX-08), and the after-action report approved within 10 (EX-09). Record both in the Exercise Observations & Improvement Tracker.

Lists

StatusYesNoTiming
DoneYesD-40: Scope and objectives
OpenNoD-30: Invitations and roles
N/AD-25: Scenario and injects

D-15: Scenario check

D-5: Pre-read and logistics

D-1: Final check

Day 0: On the day, before the start

Definitions

Definitions

TermMeaning in this workbook
ExerciseA planned rehearsal of the incident response plan on a made-up incident: a discussion of a scenario, a test of one part (a restore, a call tree), or a full simulation. A live incident is not an exercise.
TabletopAn exercise held as a discussion. Participants sit together, receive the scenario in stages and say what they would decide and do. Nothing is switched off or restored.
DrillA short exercise of one part of the plan, done for real: calling the out-of-hours numbers, isolating a site, or restoring a system from backup.
ObjectiveA decision the exercise sets out to test, written before the scenario, with who takes it and the rule it is judged against.
InjectA new piece of the scenario given to participants at a set time: a fact, a message, a call or a problem. Each inject forces at least one decision.
FacilitatorThe person who runs the exercise. Gives the injects, keeps time and keeps the discussion on the objectives. Takes no decisions in the scenario.
ObserverA person who watches and records against the objectives, and takes no part in the discussion or the decisions.
ParticipantA person who plays their own real role in the scenario and takes the decisions that role would take.
SponsorThe executive who asks for the exercise, approves its objectives and approves the after-action report.
ScribeThe person who records each decision, who took it and when, as the exercise runs.
Scenario checkerA subject expert who checks the scenario for realism and does not take part: [[a subject expert who does not take part, e.g. the managed IT provider's lead]].
Hot debriefA short, structured discussion held straight after the exercise, the same day, while memories are fresh.
After-action reportThe written report of an exercise: what was tested, the result for each objective, what held, what failed and the improvement actions agreed. Approved by the sponsor.
Working days from the exerciseMonday to Friday, counted back from the exercise date: D-40 is 40 working days before it, Day 0 is the day itself. Public holidays are not skipped unless you add them to the WORKDAY formula.
Timing groupThe planning step the item belongs to, from the Exercise Planning & Facilitation Procedure: D-40: Scope and objectives; D-30: Invitations and roles; D-25: Scenario and injects; D-15: Scenario check; D-5: Pre-read and logistics; D-1: Final check; Day 0: On the day, before the start.
Check dateThe date the checklist is read at. Items due before it and not done are overdue.
Critical itemOne without which the exercise cannot start on time or cannot test what it set out to test. One overdue makes the status Not ready.
Rule or stepThe rule of the Tabletop Exercise Design Methodology the item serves (EX-01 to EX-12), or the part of the Exercise Planning & Facilitation Procedure it comes from: A03 planning, Run of show, or Inject rules. AU-05 is the supplier audience.
Readiness statusNot ready: a Critical item is overdue at the check date. Ready, with actions: nothing Critical is overdue, but items are still open (not yet due, overdue but not Critical, or an entry to correct). Ready: every item is Done, or N/A with a reason.
EXAMPLEA worked example: a wholesale distributor with about 900 staff, three warehouses and an online ordering service that takes 60% of its orders, its exercise EX-2026-03 on 22 Oct 2026, as at 30 Sep 2026. Clear the EXAMPLE answers before use.

Framework References

Framework references

These references indicate relevance only and do not reproduce the text of any standard.

FrameworkReferenceSupported by
ISO/IEC 27001:2022Annex A 5.24 — Information security incident management planning and preparationThe checklist as a whole: the exercise that tests incident management is planned and prepared, with roles set
NIST CSF 2.0ID.IM-02 — “Improvements are identified from security tests and exercises, including those done in coordination with suppliers and relevant third parties”Objectives, observers and the hot debrief set up so that the exercise yields improvements
NIST CSF 2.0GV.RR-02 — “Roles, responsibilities, and authorities related to cybersecurity risk management are established, communicated, understood, and enforced”Invitations and roles: role holders and deputies take part and know their authorities
NIST CSF 2.0GV.SC-08 — “Relevant suppliers and other third parties are included in incident planning, response, and recovery activities”LR-D30-04: critical suppliers invited to the exercise that involves them
NIS2 — Implementing Regulation (EU) 2024/2690Annex, point 3.5.5 — “The relevant entities shall test at planned intervals their incident response procedures.”The checklist as a whole: the incident response procedures tested at the planned interval, on time
DORA — Regulation (EU) 2022/2554Article 11(6) — test the ICT business continuity plans and the ICT response and recovery plans “in relation to ICT systems supporting all functions at least yearly, as well as in the event of any substantive changes to ICT systems supporting critical or important functions”, and test the crisis communication plans (Article 14); financial entities other than microenterprises include in the testing plans “scenarios of cyber-attacks and switchovers between the primary ICT infrastructure and the redundant capacity, backups and redundant facilities”; the policy and plans are regularly reviewed taking into account test results and recommendations from audit checks or supervisory reviewsTailoring for financial entities: the plans tested at least yearly, with scenarios of cyber-attacks

Editions referenced: ISO/IEC 27001:2022 incl. Amd 1:2024; NIST CSF 2.0; Directive (EU) 2022/2555 (NIS2) and Implementing Regulation (EU) 2024/2690; Regulation (EU) 2022/2554 (DORA); Regulation (EU) 2016/679 (GDPR)

Prepared by Zero One Cybersecurity · Published by CISO Times

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