Department Operations Center Quarterly Meeting June 28 th, 2011

Agenda Mass notification system review Impact of new technologies – what you need to know about VoIP during an emergency Evaluating our emergency management structure DOC expectations during an emergency

Training Incident Command System – FEMA required ICS Courses IS-100, 200, 700, 800 Online through STARS (keyword FEMA) – 300, 400 courses offered live in SF in July & August DOCCourse Completions BUSINESS AFFAIRS2 EH&S36 ENGINEERING5 GSB8 H&S4 ITS2 LBRE15 R&DE7 SUDPS30 SULAIR11 VPSA4 124

Mass Notification System Review Process began over a year ago – Approached our current vendor Blackboard connect – Expressed interest but have not delivered a project roadmap to address functionality – October exercise highlighted gaps in ability to collect information about students, staff & faculty Emphasize ability for students, faculty, & staff to check in during an event Understand gap between what we have & what we need

Vendors Blackboard Connect CassidianGlobalAlert Link HipLink & IntelliGuard Mir3MissionModeRaveRegroupSendWordNowVoloRecoveryWARNxMatters

Preliminary findings Bb Connect (present vendor) – company future uncertain (rumored buy-out) – troubled reputation among higher education institutions – notification not its core competency – institutions abandoning Bb Connect in favor of other vendor products with more advanced products – has had difficulty responding to our requests Competitors – express greater interest in working with Stanford, including innovation – are better positioned to use mobile technology & have already positioned themselves to handle two-way communication – have more sophisticated emergency management command center systems Most vendors perform notification & alert Cannot rely on one mode … multi-modal is required Must carefully understand the technology you are using … misunderstandings of the technology have created lots of problems

Next steps & timeline Narrow vendor list Closer look at 2-3 vendors RecommendationProposal Aug 27 Sep 02Aug 12 Jun 30

Final recommendation will: – incorporate input from campus partners – ensure increased functionality – maintain existing capabilities as much as possible – leverage lessons learned from Blackboard implementation – provide additional value to the university Recommendation

VoIP During an emergency The Facts – Many corporations are transitioning to VoIP as their new telecommunications standard – VoIP has many advantages over traditional communications systems – During an emergency, VoIP may improve some forms of communication – During an emergency certain limitations of VoIP may inhibit certain forms of communication

Limitations of VoIP It usually runs on the same network as your computer data – 1 network = easier to maintain It requires power to operate – Traditional phones quite often do not During an emergency, power is supplied by a UPS device or an emergency generator located at the local building – UPS devices have limited life – Not all buildings have emergency generators

VoIP Bottom line Make sure you maintain communications redundancy – VoIP, traditional phone line, red phone, radio, Ham radio, sneaker net – If it is extremely important for you to maintain voice communications, evaluate your local emergency power situation and ensure that your communications are connected to emergency power

Stanford Emergency Management Structure DOC 1 DOC 2 Unit Dept DOC 3Remaining DOCs University Emergency Operations Center Operations & Planning Intelligence & Data Management Logistics & Finance Public Information Command Team DOC: Department Operations Center

Objectives Improve communications Improve coordination Better define responsibilities Enable effective collaboration during an emergency Improved resource management

Options Keep existing structure and add clarification to the campus emergency plan Evaluate using a geographic model for emergency management (Zones model?) Evaluate transitioning to a model that leverages “Emergency Support Functions”

DOC Expectations during an emergency Case Study – Environmental Health & Safety – Craig Barney

Proposed Solution Use a collaborative tool to collect input, provide feedback, and clarify responsibilities and expectations during an emergency