2. When Every Word Counts Implementing an Integrated Emergency Notification System (IEN) TASSCC 2011 Annual Conference San Antonio, Texas August 9, 20111 Computing and Information Services, Information Technology Solutions and Support

3. Background September 2007 – Project initiated –Pre-existing system was being used Both cloud-based and campus-based solution Required multiple processes to activate entire system –Needs analysis and RFP process –Vendor selected February-March 2009 –Hardware and software installed –Operator and system administration training –Initial testing and data migration 2 Computing and Information Services, Information Technology Solutions and Support August 9, 2011

4. 3 Background (cont.) April – August 2009 –“Code Maroon” web site Registration of text devices –Campus-wide enrollment campaign September 2009 – New system online –Parallel to existing alerting system for one month –Initial campus-wide drill Computing and Information Services, Information Technology Solutions and Support August 9, 2011

5. Benefits Expanded Channels –Text Message –Email –Client application (Desktop Pop up) –RSS/Twitter –Emergency Alert System (EAS) Radio and cable television via KAMU –VoIP Loudspeaker Better control of the system Capability of adding additional channels One-button ease of use 4August 9, 2011 Computing and Information Services, Information Technology Solutions and Support

6. 5 Integrated Solution Computing and Information Services, Information Technology Solutions and Support August 9, 2011

7. 6 Investment in Hardware, Software, and Support Computing and Information Services, Information Technology Solutions and Support August 9, 2011 High Availability and Failover –Primary and Backup systems geographically separate –Mirrored databases –Additional alerting capability outside College Station geographic area Primary and backup operators across departments trained to publish alerts regardless of location on or off campus Business Continuity Plan - define and manage alternative alerting and recovery procedures when failures occur with hardware, software, or supporting environment

8. 7 Communication Channels Computing and Information Services, Information Technology Solutions and Support August 9, 2011 Text Message Email - Campus email system EAS - FM radio and cable TV** Classroom speaker (VoIP) Desktop popup client RSS - CM web site**, Howdy web site Twitter ** ** Channel available to general public

9. 8 Classroom Speakers Computing and Information Services, Information Technology Solutions and Support August 9, 2011 Most recent communication channel VoIP loudspeakers installed in classrooms across the campus –Provides alerting capability where other communication channels are likely to be unavailable (phones turned off, no radio/tv) –Alert message is converted from text to voice –Also available to departments and agencies on campus

10. 9 Computing and Information Services, Information Technology Solutions and Support August 9, 2011

11. 10 Performance Measures Computing and Information Services, Information Technology Solutions and Support August 9, 2011 Performance Measure for each channel Approved by stakeholders Measures SMS – to carriers within 7 minutes Email – to mailboxes within 30 minutes EAS – broadcast within 2 minutes RSS, Twitter – to channel within 1 minute Desktop Client – to client computers within 3 minutes Classroom Speakers – broadcast within 2 minutes

12. 11 Regular Drills and Testing Computing and Information Services, Information Technology Solutions and Support August 9, 2011 Campus-wide Drills – monthly exercise of all communication channels to university population on a weekday Silent drills –Daily to exercise text messaging, email, Twitter, and desktop popups to IEN engineers only –Scheduled to exercise the EAS components or specific classroom speakers Dispatcher drills –As needed by UPD to train alert publishers –Exercises text messaging and email to UPD staff only

13. 12 Opportunities Computing and Information Services, Information Technology Solutions and Support August 9, 2011 Continued expansion of appropriate communication channels Integrated Public Alert and Warning System (IPAWS) Mobile “push” technology to smart phones Legislative mandates

14. 13 Integrated Public Alert and Warning System (IPAWS) Computing and Information Services, Information Technology Solutions and Support August 9, 2011 The next generation alerting system approved by the FCC and being implemented by carriers. NYC is currently on line. –A multicast system in which one message goes out to everyone that is on a cell site whether or not they subscribe to any service. –An authenticated message is submitted to FEMA using CAP- formatted data. This is expected to be instantaneous. Advantages: –Sends message to everyone –Only requires one message avoiding network overload Disadvantages: –Less granular – county wide coverage –Will require certification by FEMA to be able to send messages –Most existing cell phones don’t have multicast capability but FEMA expects a two year cycle will resolve it (average lifespan of cell phones) http://www.fema.gov/emergency/ipaws/

15. 14 Texas Legislative House Bill 2758 Computing and Information Services, Information Technology Solutions and Support August 9, 2011 Signed by Governor in June, 2011 Affects “institutions of higher education” and “private or independent institutions of higher education” Must establish an emergency alert system for students, staff, and faculty At a minimum, must use email or telephone notifications Provide timely notification of emergencies Opt-out system (Code Maroon is currently opt-in) –Renewed at start of each academic year PII maintained for this purpose is confidential Implemented no later than Spring 2012 semester

16. 15 Project Management / Collaboration TAMU stakeholders - involvement critical to success of the system –Risk and Compliance –Law Enforcement –Environmental Health –First Responders in community –University Colleges and Departments –Information Technology Computing and Information Services, Information Technology Solutions and Support August 9, 2011

17. 16 Project Management / Collaboration Computing and Information Services, Information Technology Solutions and Support August 9, 2011 Code Maroon web site –Information about the system and its communication channels (sms, email, etc.) –Registration of text devices Confirmation code sent to device, entered at web site –Alert banner displayed during active alerts Links to one official University web page that provides ongoing information about the situation –Provides RSS feed for active alerts –Redesign of web site underway

18. 17 Computing and Information Services, Information Technology Solutions and Support August 9, 2011

19. 18 August 9, 2011

20. 19 Computing and Information Services, Information Technology Solutions and Support August 9, 2011

21. 20 Computing and Information Services, Information Technology Solutions and Support August 9, 2011

22. Campus-wide Enrollment Printed Materials: –20,000 flyers in University newspaper –Advertisements on Texas A&M buses –Sandwich boards, posters, and flyers displayed around campus –Table tents in dining halls –Flyers sent through campus email lists –Postcards distributed at new-student and new- faculty orientations as well as in residence halls Computing and Information Services, Information Technology Solutions and Support August 9, 2011 21

23. Computing and Information Services, Information Technology Solutions and Support August 9, 2011 22 Bus Posters

24. Computing and Information Services, Information Technology Solutions and Support August 9, 2011 23 Poster Boards and Table Tents

25. Inserts in University newspaper Computing and Information Services, Information Technology Solutions and Support August 9, 2011 24

26. Campus-wide Enrollment (cont.) Other campaign highlights: –Featured front-page article in University newspaper –Spotlights on University’s main web sites –Video on Texas A&M’s Facebook page –Jumbotron video before two home football games –Screen savers / monitor cards in computer labs and University Libraries –PSAs on flat screens located throughout the campus Computing and Information Services, Information Technology Solutions and Support August 9, 2011 25

27. 26 Campus-wide Enrollment (cont.) Began in July, 2009 Goal One – Enroll at least 15,000 students, faculty and staff by August 31, 2009 –Result: enrolled 27,609 Goal Two –Enroll at least 30,000 students, faculty and staff by September 30, 2009 –Result: enrolled 32,684 Computing and Information Services, Information Technology Solutions and Support August 9, 2011

28. 27 Miscellaneous Computing and Information Services, Information Technology Solutions and Support August 9, 2011 Scenario definition and maintenance Operator Training Customer Support Data Management Hardware and software maintenance, patches

29. 28 Contact information Computing and Information Services, Information Technology Solutions and Support August 9, 2011 Mr. Charley B. Clark Associate Vice President Texas A&M University 979-845-0977 cbc@tamu.edu