1 The COG “Cookbook” Course Lesson 4 - Run Large Rollouts Planning Considerations for State and Regional DMIS Adoption

2 Large-scale Rollout Recipe Establish “OPEN-ready tools” policy Establish “OPEN-ready tools” policy Inform responders of capabilities and policy Inform responders of capabilities and policy Choose “starting place(s)” Choose “starting place(s)” Establish COG structure and SOPs Establish COG structure and SOPs Train trainers Train trainers Employ trainers to expand outward from “starting places” Employ trainers to expand outward from “starting places” Exercise, evaluate, adjust, refine SOPs Exercise, evaluate, adjust, refine SOPs Establish “OPEN-ready tools” policy Establish “OPEN-ready tools” policy Inform responders of capabilities and policy Inform responders of capabilities and policy Choose “starting place(s)” Choose “starting place(s)” Establish COG structure and SOPs Establish COG structure and SOPs Train trainers Train trainers Employ trainers to expand outward from “starting places” Employ trainers to expand outward from “starting places” Exercise, evaluate, adjust, refine SOPs Exercise, evaluate, adjust, refine SOPs

3 Step 1: Establish “DMIS-ready tools” Policy Top-down decree based on bottom-up needs and buy-in Top-down decree based on bottom-up needs and buy-in “The Department of Homeland Security Open Platform for Emergency Networks (OPEN) is the standard for automated incident management system (IMS) interoperability.” “The Department of Homeland Security Open Platform for Emergency Networks (OPEN) is the standard for automated incident management system (IMS) interoperability.” “Elements of are free to acquire any IMS as long as it is OPEN-ready.” “Elements of are free to acquire any IMS as long as it is OPEN-ready.” “DMIS Tools are acceptable if they satisfy local needs.” “DMIS Tools are acceptable if they satisfy local needs.” Accommodates: Accommodates: Freedom of choice Freedom of choice Economy Economy Information sharing / interoperability on large scale Information sharing / interoperability on large scale Top-down decree based on bottom-up needs and buy-in Top-down decree based on bottom-up needs and buy-in “The Department of Homeland Security Open Platform for Emergency Networks (OPEN) is the standard for automated incident management system (IMS) interoperability.” “The Department of Homeland Security Open Platform for Emergency Networks (OPEN) is the standard for automated incident management system (IMS) interoperability.” “Elements of are free to acquire any IMS as long as it is OPEN-ready.” “Elements of are free to acquire any IMS as long as it is OPEN-ready.” “DMIS Tools are acceptable if they satisfy local needs.” “DMIS Tools are acceptable if they satisfy local needs.” Accommodates: Accommodates: Freedom of choice Freedom of choice Economy Economy Information sharing / interoperability on large scale Information sharing / interoperability on large scale

4 Step 2: Inform Responders of DMIS Capabilities and Policy Showcase event Showcase event Policy document Policy document Conferences Conferences “Town Meetings” “Town Meetings” Showcase event Showcase event Policy document Policy document Conferences Conferences “Town Meetings” “Town Meetings”

5 Step 3: Choose “Starting Place(s)” Basic principle: grow outward from centers of excellence Basic principle: grow outward from centers of excellence Considerations: Considerations: Higher threats to critical infrastructure Higher threats to critical infrastructure Training focus Training focus Hardware Hardware Enthusiasm Enthusiasm “Politics” “Politics” Basic principle: grow outward from centers of excellence Basic principle: grow outward from centers of excellence Considerations: Considerations: Higher threats to critical infrastructure Higher threats to critical infrastructure Training focus Training focus Hardware Hardware Enthusiasm Enthusiasm “Politics” “Politics”

6 Step 4: Establish COG Structure and SOPs Work with early adopters and centers of excellence Work with early adopters and centers of excellence Hold “shakedown cruise” Hold “shakedown cruise” Objectives: Objectives: Identify COG structure Identify COG structure Define SOPs Define SOPs Activities: Activities: Consider various COG structure and policy models Consider various COG structure and policy models Test candidate models within operational scenarios Test candidate models within operational scenarios Choose one Choose one Work with early adopters and centers of excellence Work with early adopters and centers of excellence Hold “shakedown cruise” Hold “shakedown cruise” Objectives: Objectives: Identify COG structure Identify COG structure Define SOPs Define SOPs Activities: Activities: Consider various COG structure and policy models Consider various COG structure and policy models Test candidate models within operational scenarios Test candidate models within operational scenarios Choose one Choose one

7 DMIS COG Structure/Procedure Model 1 “Bottom Up Collaboration by Posting” 1.COG structure matches government organization hierarchy 2.Membership in each COG limited to individuals in each organization 3.Each higher organization makes new summary incident record 4.Generally multiple DMIS Messenger sessions Post Create summary Create summary Create summary

8 DMIS COG Structure/Procedure Model 1 “Bottom Up Collaboration by Posting” Pros Pros “Default” or “natural” DMIS work flow based on “all disasters are local” principle “Default” or “natural” DMIS work flow based on “all disasters are local” principle Very little need to develop SOPs governing all COGs Very little need to develop SOPs governing all COGs Works with limited training Works with limited training Cons Cons Numerous postings can be overwhelming Numerous postings can be overwhelming Creating summary incident records is time- demanding Creating summary incident records is time- demanding Numerous Messenger sessions can be overwhelming and cause confusion Numerous Messenger sessions can be overwhelming and cause confusion “Fragments” specific needs requests “Fragments” specific needs requests Pros Pros “Default” or “natural” DMIS work flow based on “all disasters are local” principle “Default” or “natural” DMIS work flow based on “all disasters are local” principle Very little need to develop SOPs governing all COGs Very little need to develop SOPs governing all COGs Works with limited training Works with limited training Cons Cons Numerous postings can be overwhelming Numerous postings can be overwhelming Creating summary incident records is time- demanding Creating summary incident records is time- demanding Numerous Messenger sessions can be overwhelming and cause confusion Numerous Messenger sessions can be overwhelming and cause confusion “Fragments” specific needs requests “Fragments” specific needs requests

9 Multiple COG Considerations Key Lesson Learned During a large-scale incident, collaboration is better when there are fewer incident records being generated and posted During a large-scale incident, collaboration is better when there are fewer incident records being generated and posted

10 DMIS COG Structure/Procedure Model 2 “All at the Same Table” 1.COG structure matches government organization hierarchy 2.Membership in each COG includes generic accounts for all potential collaborators 3.“Master” incident record created at government level appropriate for incident magnitude 4.Generally one or few DMIS Messenger sessions Create incident record Liaisons / agency representatives log in to COG managing overall incident

11 DMIS COG Structure/Procedure Model 2 “All at the Same Table” Pros Pros Vastly improved collaboration and coordination during “the big ones” Vastly improved collaboration and coordination during “the big ones” Less “fog of response” confusion Less “fog of response” confusion Cons Cons SOPs for all COGs need to be developed SOPs for all COGs need to be developed More training for all COGs needed More training for all COGs needed Pros Pros Vastly improved collaboration and coordination during “the big ones” Vastly improved collaboration and coordination during “the big ones” Less “fog of response” confusion Less “fog of response” confusion Cons Cons SOPs for all COGs need to be developed SOPs for all COGs need to be developed More training for all COGs needed More training for all COGs needed

12 Step 4 Continued: Develop SOP’s Some SOP considerations if going for “same table” model: Some SOP considerations if going for “same table” model: Who needs to collaborate with whom? Who needs to collaborate with whom? Can COG structure match government hierarchy structure? Can COG structure match government hierarchy structure? Who are the “liaisons” or “agency representatives” in each organization? Who are the “liaisons” or “agency representatives” in each organization? Who decides which COG will host THE TABLE at the start of an incident? Who decides which COG will host THE TABLE at the start of an incident? Who enters information on which TIE forms after the “cutover” to a higher COG? Who enters information on which TIE forms after the “cutover” to a higher COG? How, exactly, will information from local jurisdictions be passed to the organization working the “master” incident record? How, exactly, will information from local jurisdictions be passed to the organization working the “master” incident record? If others are using DMIS-ready tools, how will messaging to them be accomplished? If others are using DMIS-ready tools, how will messaging to them be accomplished? Some SOP considerations if going for “same table” model: Some SOP considerations if going for “same table” model: Who needs to collaborate with whom? Who needs to collaborate with whom? Can COG structure match government hierarchy structure? Can COG structure match government hierarchy structure? Who are the “liaisons” or “agency representatives” in each organization? Who are the “liaisons” or “agency representatives” in each organization? Who decides which COG will host THE TABLE at the start of an incident? Who decides which COG will host THE TABLE at the start of an incident? Who enters information on which TIE forms after the “cutover” to a higher COG? Who enters information on which TIE forms after the “cutover” to a higher COG? How, exactly, will information from local jurisdictions be passed to the organization working the “master” incident record? How, exactly, will information from local jurisdictions be passed to the organization working the “master” incident record? If others are using DMIS-ready tools, how will messaging to them be accomplished? If others are using DMIS-ready tools, how will messaging to them be accomplished?

13 Step 5: Train Trainers Request DMIS Responder Liaison Team to train initial trainers Request DMIS Responder Liaison Team to train initial trainers Add your SOPs to DMIS training materials Add your SOPs to DMIS training materials Select initial trainers Select initial trainers Put trainers to work quickly Put trainers to work quickly Embed training with exercises soon after training Embed training with exercises soon after training Request DMIS Responder Liaison Team to train initial trainers Request DMIS Responder Liaison Team to train initial trainers Add your SOPs to DMIS training materials Add your SOPs to DMIS training materials Select initial trainers Select initial trainers Put trainers to work quickly Put trainers to work quickly Embed training with exercises soon after training Embed training with exercises soon after training

14 Step 6: Employ Trainers to Expand Outward from “Starting Places” Trainers train more trainers (DMIS team assists if desired) Trainers train more trainers (DMIS team assists if desired) Select trainers from jurisdictions adjacent to “starting places” Select trainers from jurisdictions adjacent to “starting places” Encourage inter- jurisdiction exercises Encourage inter- jurisdiction exercises Trainers train more trainers (DMIS team assists if desired) Trainers train more trainers (DMIS team assists if desired) Select trainers from jurisdictions adjacent to “starting places” Select trainers from jurisdictions adjacent to “starting places” Encourage inter- jurisdiction exercises Encourage inter- jurisdiction exercises

15 Step 7: Exercise, Evaluate, Adjust, Refine SOPs Conduct table top and command post exercises Conduct table top and command post exercises Collect lessons learned Collect lessons learned Evaluate them Evaluate them Adjust COG structure / membership if necessary Adjust COG structure / membership if necessary Refine SOPs Refine SOPs Test again with more exercises Test again with more exercises Conduct table top and command post exercises Conduct table top and command post exercises Collect lessons learned Collect lessons learned Evaluate them Evaluate them Adjust COG structure / membership if necessary Adjust COG structure / membership if necessary Refine SOPs Refine SOPs Test again with more exercises Test again with more exercises

16 Exercises “bake the cake” Exercises Policies Procedures Training You can put all the ingredients from this recipe in a bowl but you can’t eat the cake until you bake it!

17 End of the COG Cookbook Course Lesson 4 – Large Rollouts