Indiana Establishing Standard Operating Procedures to Achieve Statewide Interoperability

Standard Operating Procedures Indiana Standard Operating Procedures Developing and Managing Interoperable Communications SOPs

Purpose and Outcomes Purpose To provide an overview of a process for developing regional SOPs To provide an example of SOP structure Outcomes Gain perspective on how to identify the need for, establish, and/or revise structured standard operating procedures in your region Develop a shared understanding of the need for and value of collaboration among agencies and disciplines across the State

Interoperability Continuum

Indiana SCIP 3 Current Statewide Assessment MODERATE PROGRESS Standard Operating Procedures – The state of Indiana has well-established policies for statewide system use while locally developed SOPs for interoperable communications scenarios are established for use by regional consortia. Universal access and knowledge of these SOPs, however, is limited. The state will continue to work to develop and share Standard Operating procedures that foster interoperability and improve training and exercises for public safety officials throughout the state.

Indiana SCIP 4.2 County Communications Plans In conjunction with the CASM data population, Indiana is requiring each county to submit a County Communications Plan. The counties will use their plans to: Provide system users with an understanding of how to effectively communicate via county Public Safety Systems. Explain operability and how it is achieved on the system. Explain how the four criteria of interoperability are achieved on the system. Inter-County Agency communication. Task Force intra communication. Mutual Aid Communication. Training and Exercise. Demonstrate NIMS compliance.

Indiana SCIP 5.3 SOP Initiatives Established policy regarding operation and use of the statewide interoperable communications system. The North Central and Southeast regional working groups are establishing interoperable communications standard operating procedures. The SCIP Executive Committee recommends that regional user groups, as well as the statewide user group, continue to address Standard Operating Procedure issues during their regularly scheduled meetings. The state Department of Homeland Security is requiring all counties to submit a County Communications Plan, which will contain details regarding inter-agency communication within counties; task force intra communication; and mutual aid communication.

Indiana SCIP 5.3.1 Establish an online repository for SOPs While Standard Operating Procedures and policies exist statewide, there is no single place for first responders to access this information. Indiana will use the CASM tool as well as the new content management state web system to gather and provide access to these SOPs..

Why are SOPs Needed? Clear and effective SOPs are essential in the development and deployment of any solution. SOPs are formal written guidelines or instructions for incident response. SOPs typically have both operational and technical components and enable emergency responders to act in a coordinated fashion across disciplines in the event of an emergency.

SOP Development Process Gap or need identified Stakeholders and/or Proponents ID’d Working Group formed Draft prepared Consensus verified SOP Issued Training

How Can You Identify Needs? Day-to-day operational experience Exercise after-action reports Real world events debriefings Existing and newly deployed communications resources Inventory existing SOPs

SOP Format and Content Example 1 Example 2 Introduction Purpose Scope Procedures Communications Alternatives Training Requirements Testing Requirements Responsibility Purpose/Objectives Technical Background Operational Context Recommended Protocol/Standard Recommended Protocol/Procedure Management

Writing Guide for Standard Operating Procedures Using the Tool

Introduction Describes the recognized need for procedures Provides reasons why it is important to establish such procedures. Lists agencies that will share the procedures Can also specify the capability or resource in which the procedures are being established.

Purpose/Objectives Clarifies the principal objective of the capability or resource that is the subject of the SOP Briefly describes the purpose of the SOPs with respect to the capability or resource May include information as to authority, use, responsibility, etc.

Purpose/Objectives Questions to Consider Why is this SOP being created? What will this SOP accomplish? How will this SOP be used? Who will use this SOP? When will this SOP be activated? What are the specific responsibilities of each party? What interoperability resources are available? What are the commonly used frequency bands for interoperabilitiy in the area that this policy and procedure covers? Is the Shared Channel intended for use as a high-level coordination channel or a tactical channel?

Purpose/Objectives –Sample Language Establish standard operating procedures for the use of a shared channel. The intent of this protocol is to establish an orderly, workable radio network for the use of operational and command and control personnel in the event of a major response, ranging from an intra-discipline, intra-jurisdictional incident or event, to an inter-discipline, inter-jurisdictional incident or event in the (insert designated area here). The communication capability, provided by the shared channel will be between {enter entity or agency here} and {enter entity or agency here} using the {name of radio resource} shared channel {name of radio resource}. The objective is to have a SOP in place for pre-established radio resources in support of incident driven interoperable communications.

Scope Lists the agencies and jurisdictions that will participate in the procedures May describe their relationship Provide details on the end users for whom the new capability is being provided: Level of command Level of government Voice and/or data, etc.

Scope: Sample Language The system infrastructure is comprised of a consortium of sites, wireless and wire line links, and servers which provide the uniform region-wide radio coverage for public safety and public service users. The systems goal is to provide coverage throughout the region, to public safety users so that they can provide essential government services and have wide area radio interoperability. The consortium operates under a set of by-laws developed by the users. Each agency and its users will subscribe to this guide as the defined methods in order to achieve operational efficiency of the system. The By-laws are reviewed and amended as necessary and the current version is incorporated into this document in . See Appendix B for the By-laws and a list of participating agencies. This manual was developed in order to provide methods and protocols for use of the system, subscriber equipment, and delineating various operational matters. It will be an evolving document in order to address needs that arise from an ever-developing technology. The technical staff members that work under the Technical Committee will vigilantly monitor the systems performance and make recommendations to the governing board as to necessary adjustments to the system to maintain optimum performance.

Scope: Questions to consider Which agencies are to be included in this SOP? What level of authority will be included in this SOP (command or tactical level)? When will this resource be used? For critical incidents? Planned events? Day-today? At the discretion of the mayor?

Procedures Procedures (e.g. channel patching) Communications structure Channel patching and monitoring Activation, transfer, and discontinuation Separation of the interoperability channel due to interference

Communications Structure A graphical depiction of the agencies involved in the communications structure. Maps out the flow of information and helps set the foundation for procedures. A depiction of command levels and roles within agencies clarifies the relationship among users

Channel Patching and Monitoring Specific to a shared channel capability. Describes how the new capability is achieved and the specifics of that capability Can also serve to identify benefits and alternatives of the capability as well as the specific procedures around aspects of use.

Activation, Transfer, and Discontinuation Rules of Use Operational Procedure and Guidelines for Limited and Full Activation Radio Channel Activation Authority Establishing and Transferring Lead Dispatch Radio Command Control Notification Process for Establishing Command Control Discontinuation of the Interoperability Channel

Separation of the Interoperability Channel Due to Interference Set out the procedures to follow when there is interference with channel frequency Identifies parties to be notified Describes actions to be taken

Communications Alternatives Telephone Conference Bridges Cellular/Push-to-Talk Commercial Wireless Technology Computerized Emergency Notification System Internet/E-mail Satellite Phones Cache of Portable Radios on Various Bands Mobile Capabilities with Conventional Channels Dispatch/Radio Communications Center to Dispatch/Radio Communications Center Messaging Runner System

Training Requirements Who must receive training? How often? Who is responsible for development and oversight? What are the minimum requirements for satisfactory passing training on the SOP

Testing Requirements Describe the procedures for testing the requirements of a capability or equipment. Schedule Articulate expectations.

Responsibility Who or what body will ensure that all SOPs are followed? Who or what body will ensure the SOP is periodically reviewed and revised when appropriate? Procedure for distribution of Updates to appropriate agencies/jurisdictions Consequences for none compliance, if any.

Thanks