2012 Texas Emergency Management Conference Emergency Warning Systems Selection and Application

Welcome Background & Expectations Mark Adams Sam Houston State University Information Technology Services Background & Expectations Who am I Higher Education perspective Experience(Katrina, Rita, Ike,  Ice storms, tornado, possible shooter, bomb threat, possible fire) Audience expectations what would you like to hear who has a system in place?

Session Objectives 1) Provide major consideration factors and sample procedures to help improve the warning system selection process 2) Provide lessons learned on warning system utilization and testing 3) Discuss the critical nature of collaboration and communication during all phases of planning and operation Selection utilization testing

Emergency Warning Systems Selection

considerations & procedures during tHE selection process

Research AKA: Stop and Think Why are you interested? Ask “Why?” in all that you do Regulatory Governance/Administration Community/Public relations Local government collaboration Right thing to do VA Tech ruling Define scope and driving factors   System Selection 6

Factors influencing selection and operation Regulatory Guidelines(Cleary Act, TAC, …) What type incidents will you need to address(weather, facility issues, public risk, community service, Clery…) Do you have existing systems that could be utilized or expanded(Emergency phones, speaker phones, PA, fire alarm system, bell system, …) Local authority interoperability Existing contracts you can participate in Timing constraints for activation of functional system Audience culture(Siren, Phone, email, text, social…) Need for resource independence (power, telecommunications…) Do you have agency IT support (onsite or remote) VA Tech ruling Can I make a work sheet? Flow chart process?   System Selection 7

Features Who is your audience (employees, community, students, clients, Accessibility) Opt-in/Opt-out(regulatory?) Geographic coverage area (office suite, floor, building, campus, community, region…) When would you utilize (day, night) Who will operate the system(technical, safety/emergency, clerk) How will the system be activated (remotely, on-sight, single location, multiple locations) Do you want user response? Training resources available? Redundancy or all-in-one   System Selection 8

Vendors Find a partner, not just a vendor. Select the right vendor for install of the system selected(may not be product vendor) Set high expectations for vendor service Hold vendor accountable Reference checks Training provided/available Ask the vendor, what should you ask?  Document your expectations and include them with mutually signed agreement Ask not just what the vendor will do for you, but what do you have to do for the vendor? Can I make a work sheet? Flow chart process?   System Selection 9

Review Vendors = Process Research + Understand Factors + Understand Features + Review Vendors = Process Can I make a work sheet? Flow chart process?   System Selection 10

Process for Warning System Selection Establish review team Utilize a project manager. Facilities or IT group could be a help Research what and why Discuss goals/expectations/constraints Define & Document specifications Review products(on-site demos recommended) Review team signs off on selection Procure solution System Installation/training Transition to implementation phase   System Selection 11

lessons learned from warning system utilization and testing 12

Emergency Warning Systems Utilization Can I make a work sheet? Flow chart process?   13

Implementation Phase System Utilization 14 Can I make a work sheet? Flow chart process?   System Utilization 14

Implementation Process Document roles, usage and operation Establish guidelines for usage Publicity Implementation/go-live Testing Regular review   System Utilization 15

Administration/governance Who determines what type of message to send Consider audience, time, event… Who determines content Second eyes are good Who is authorized to send Don’t delay Who performs daily system monitoring Make sure your decision maker is in touch with the reality of public perception of the situation System Utilization 16

System Console Accessibility System must be easily accessible at all times for operators Multiple methods(computer, mobile, phone…) Multiple locations(redundancy, speed) Shortcuts/links on all your devices (cell phone, default webpage, desktop) Testing = Routine vs think about System Utilization 17

Calm, cool and collected Be comfortable with your system Practice, practice, practice (monthly testing, real word usage) Know your system (how it works, what it can do) Create routine, prevent panic and surprise Testing = Routine vs think about System Utilization 18

Stay in touch with key players Communicate with the team keep key players informed of status and procedures Whos on call? Whos the backup? Whos their backup? What if everyone is out? Key group should be kept informed of who's on call PR is critical. Market the system to admin and community If recipients can reply to the system then you must monitor What is your plan for handling mass replies(electronic and physical)? Different types of responders(media, parents, impacted parents, students) Build it and they will come.  Not a reality System Utilization 19

Emergency Warning Systems Testing Can I make a work sheet? Flow chart process?   20

System Testing Consideration How/when will you test the system(document) Inform community of test schedule Test clearly articulate it is a test Review system enrollment is appropriate and updated Considerations Schedule. (How often) Test Monitors(How make sure operating) Document/Record keeping for testing Review and update based on test Issue resolution Act quickly Spare equipment Risk mitigation plan System Testing 21

the critical nature of collaboration and communication during all phases of planning and operation 22

Managing expectations is critical document and get buy-in 23 Communication

Who – Who is involved and impacted Agency Administration/Leadership/Governance Technology Emergency Coordinator Finance Procurement Community Local authorities Organizational leaders Community leaders Media Vendor Communication 24

What – Responsibilities, Status, Procedures… Expectations For solution For emergency team For community Requirements of the solution Resources Culture Agency/community Constraints funding Time Perception is everything Communication 25

Wake up & Wrap Up Emergency Warning Systems Selection and Application Processes and considerations for selection process Lessons learned from utilization and testing Collaboration and communication What we discussed Select a product

Questions?

Emergency Warning Systems Selection and Application Contact Information: Mark Adams Sam Houston State University Huntsville TX marka@shsu.edu 936.294.1158