2-1-1 Disaster Data Management System AIRS Conference – New Orleans May 23, 2012

Presenters Linda Daily United Way Worldwide Director & Disaster Services AIRS Conference – New Orleans 2 Ji Sun Lee Dept. of Homeland Security Director Community Preparedness & Resilience Program Tino Paz United Way Worldwide Manager, 2-1-1

Workshop Objectives Session I Introduce nationwide Disaster Data Management System Provide an opportunity to offer feedback Objectives 3 Session II Engage in work that builds consensus for DDMS data schema and protocols and network preparedness

The Federal Communications Commission Ruling We believe that the Information and Referral Petitioners have shown a public need exists for an easy to use, easy to remember N11 code to efficiently bring community information and referral services to those who need them, providing a national safety network for persons to get access readily to assistance. July 21, 2000 Where did the idea of a DDMS come from?

2-1-1 & Disasters Can you name the event? 5

Experience of the network in disasters 9/ Florida hurricanes 2005 Katrina, Rita, Wilma 2008 Mid-West Floods California, Colorado, Texas wildfires Gustav, Ike and all the rest Washington snow and floods Where did the idea of a DDMS come from? Economic Crisis North Dakota, Florida, Nashville, Rhode Island Oklahoma tornados H1N1 – CDC Guidance Foreclosure Crisis 2011 Tornadoes, Floods, Wildfires, Hurricanes, Winter storms services have been consistently called to action in response to all types of disasters

2-1-1 Calls for Unmet Disaster Needs in Texas: Katrina-Rita, 2005 Sample maps provided on next slide Texas A&M Research Where did the idea of a DDMS come from? In 2008, Dr. Sherry Bame (Texas A&M) with the support of her students, the Texas system, DHS & others set out to understand in detail what they could find out about

SHELTER REHABILITATIONHOUSEHOLD GOODS DISABLED / ILL Bame: DHS8

DHS: Why invest in a Disaster Data Management System Initiative? 1.DHS Budget Priorities 2.Continuing support 3.Future Directions Concept of Operations funded by Department of Homeland Security 9

With DHSs continued support, Dr. Bame then enlisted the support of United Way Worldwides experts. Dr. Bame & Tino Paz, from UWW, first surveyed and then visited a cross-section of services with previous disaster experience Pilot Site Research & the Concept of Operations Where did the idea of a DDMS come from? Bryan/College Station Cedar Rapids Houston Los Angeles Tampa Texas I&R Network (state) New Jersey (state) New York City Omaha, NE (state) Orlando San Diego Pilot Site Locations

What is the primary mission or purpose of DDMS? Nation-wide access to disaster data as close to real-time as possible (operational) 24/7/365 readiness of the network for disaster response (operational) Development of standardized caller & resource data elements (support) Development of disaster management protocols for the network (support) Formal integration of the network in all phases of disasters with appropriate external partners (support) Disaster Data Management System

What is the primary mission or purpose of DDMS? Nation-wide access to disaster data as close to real-time as possible (operational) Disaster Data Management System

24/7/365 readiness of the network for disaster response (operational) Disaster Data Management System What is the primary mission or purpose of DDMS?

Development of standardized caller & resource data elements (support) Disaster Data Management System

What is the primary mission or purpose of DDMS? Development of disaster management protocols for the network (support) Disaster Data Management System

What is the primary mission or purpose of DDMS? Formal integration of the network in all phases of disasters with appropriate external partners (support) Disaster Data Management System

2-1-1 DDMS – Main Components 1.Suite of Data Management Tools Data Commons Data Exchange Data Dashboard 2.Extension (Warm) Centers 3.Nationwide Coordination Main features and functionality provided by DDMS 17

Suite of Data Management Tools Data Commons a feature-rich data warehouse for storing and managing these two invaluable datasets in times of disaster Data Exchange suite of technical methods and approaches to automating, as much as possible, the processes of gathering the caller and resource data generated by I&R software Data Dashboard as the primary presentation layer of the data stored and managed by the Data Commons. Main features and functionality provided by DDMS 18

Current Capabilities All the I&R software systems have some basic capability to produce reports. 19 Current State

2-1-1 DDMS: Data Exchange Three typical software environments with which DDMS will need to interface. In House Systems Remote Access to I&R Software Web-based I&R Software Internet not required for software Internet used to access software remotely (not browser-based) Browser-based software on the internet Typical software environments

Caller Data Items 1.Agency Information – info on the call handling agency 2.Disaster Information – info on the specific disaster event 3.Time Information – auto-populated info on date, time & duration of call 4.Caller Information – caller identifying info; hidden in aggregated reports 5.Location Information – info caller location and/or destination 6.Demographic Information – critical demographic info, age range, household size, etc. 7.Economic Information – callers economic status (i.e,, employment, income, etc.) 8.Need Information – specific need for which caller is seeking assistance 9.Referral Information – referrals provided to caller Caller Data Elements

Resource Data Items 1.Contact Information –agency name, contact, phone, etc. 2.Timing of Service Delivery – hours of operation; availability of services 3.Eligibility Criteria – requirements for receiving the service/resource 4.Jurisdiction – geographic scope of the service/resource availability. 5.Organizational Affiliations – entitys relationship(s) to organizations. 6.Needs and Services – classifications based on the taxonomy 7.Special Populations Served – info related to targeted groups 8.Disaster-related Services and Programs – info about unique characteristics of the service/resource as it pertains to disasters. Resource Data Elements

With DDMS participating 2-1-1s are able to provide closer to real-time access to data for external partners, allow for dynamic, ad-hoc queries as well as ensure a more consistent presentation. Future Capabilities

Additionally, with DDMS, designated Extension (Warm) Sites would be able to seamlessly support the network while preserving all the benefits of real-time access, dynamic and consistent reporting DDMS Future Capabilities

2-1-1 DDMS: Extension (Warm) Sites DDMS envisions that somewhere between 6 to 12 Extension (Warm) sites are needed to provide 24/7/365 stand-by readiness to handle call surges, service blackouts, and other potential scenarios that require an immediate increase in call handling and/or resource database management capacity. Criteria for the selection of Extension (Warm) site will be more stringent and demanding as well as tightly linked to deployment coordination requirements. Main features and functionality provided by DDMS

2-1-1 DDMS: Nationwide Coordination Nationwide coordination would provide: A single point of access for invoking and managing all aspects of DDMS Accountability and responsiveness to the field and other key stakeholders (i.e., FEMA, EOCs, etc.) Support for ongoing development of needed protocols, technical infrastructure, implementation coordination, training and outreach The need to pursue resource development to ensure sustainability Main features and functionality provided by DDMS

In the Works… Next Steps 27 Technology Suite Obtain educated DDMS cost analysis and approach Complete and disseminate standard data schema Secure investors Warm Sites Build consensus on criteria for warm sites Develop protocol for requests for Surge Assistance (mous) Nationwide coordination Establish governance and staff support Develop business model for DDMS

For more information: Executive Summary Concept of Operations AIRS XSD Resources 28 AIRS Style Guide Resource Data schema Caller Data Schema

Thank you! May 23, 2012