1. 2012 Texas Emergency Management Conference
Emergency Warning Systems
Selection and Application

2. 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?

3. 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

4. Emergency Warning Systems Selection

5. considerations & procedures during tHE selection process

6. 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

7. 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, , 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

8. 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

9. 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

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

11. 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

12. lessons learned from warning system utilization and testing12

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

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

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

16. 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

17. 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

18. 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

19. 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

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

21. 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

22. the critical nature of collaboration and communication during all phases of planning and operation22

23. Managing expectations is critical document and get buy-in23
Communication

24. 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

25. 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

26. 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

27. Questions?

28. Emergency Warning Systems Selection and Application
Contact Information:
Mark Adams
Sam Houston State University
Huntsville TX