1. Lessons Learned Compilation: Haiti, Japan, Philippines What Works: Simplicity One or few groups Leadership Buy-in Clear designation of group manager(s) Create Knowledge Management process early Home Page with links and guidance Tags Training materials Customize materials based off existing materials What Does Not Work: Multiple groups and multiple managers Absence of Knowledge Management Plan Waiting to implement sharing procedures Random file sharing “Build it and they will come”

2. Lessons Learned Compilation: Haiti, Japan, Philippines Haiti Blogs Significant Events Situational Reports Situational Updates Forums Requests for Assistance Requests for Information Media Gallery Imagery Operational View Mission Update Briefs Chat rooms Email Gateway / Mobile Geo/RSS Data Feeds Mapping Metadata & Tagging Email Notifications User Profiles Sub Groups Japan Blogs Situational Reports Yale-Tulane reports Forums Requests for Information Military families Media Gallery Briefs Imagery Separate private group Home Page List of Links Social Media sources Metadata & Tagging Email Notifications User Profiles Multiple Groups Philippines Blogs Significant Events Situational Reports Forums Requests for Assistance Requests for Information Media Gallery Imagery Separate Private Group Operational View Mission Update Briefs Wiki Links to other resources Link to frequency request tool RSS News Feeds Chat rooms Geo/RSS Data Feeds Mapping Metadata & Tagging Email Notifications User Profiles Multiple Groups Lessons Learned List APAN Tools Used:

3. Clearly define procedures and business rules for sharing information before the disaster occurs Clearly establish business rules so users know what they can and cannot publish Clearly outlined goals of the purpose of the community and what metrics will be used to measure success Customize navigation and community organization based on your audience Identify community managers to garden content (update tags, monitor for spills or detractors, get answers to questions) throughout the response effort Monitor social analytics data throughout the disaster Haiti Lessons Learned

4. Simplicity - Users did not require special skills to begin participating User Account Generation - Users create accounts with just an email address Profiles - allowed users to connect with experts Mobile and low bandwidth options Integrating data and systems In Relief Mapping Sahana (Disaster Management System) Ushahidi AIMS (Bio-surveillance tracking) Group Chat Continuous content “gardening” (tagging increased content usage) User Training Guides 24 hour Help Desk, KM & Development Support Scalability – community grew as needed Ability to customize the group based on customer usage Haiti Successes

5. Haiti Challenges Release-ability of information became an issue with users in defense sector not knowing what they can and cannot share Too much information - How much information is too much information? Structured vs Unstructured - Finding a balance between the structured model familiar to military users and the unstructured nature of social networking technologies Overall problem was a lack of a unified approach methodology

6. Comparison: Haiti vs. Japan HaitiJapan Non Governmental Organizations played a large role in providing humanitarian assistance Local government response was negligible; the government could not provide the necessary support Leadership buy-in for APAN was clear; the commander of the task force ordered that APAN would be used for UIS Non Governmental Organizations played a negligible role in providing humanitarian assistance Local government response was extensive; the government reacted quickly with the necessary support Leadership buy-in for APAN was not clear; USFJ personnel were not aware of APAN and not motivated to use it

7. Latency was not an issue; service was fast enough everywhere Registration was not an issue; users had fast access to APAN Number of features was not an issue; APAN had everything users needed to collaborate Japan Successes

8. Relationships with content providers need to be established before a crisis hits Leadership needs to be made aware of APAN in order to establish procedures that involve APAN Templates need to be designed for HA/DR crises to give content providers options for APAN group layout that can be deployed quickly Japan Challenges

9. Philippines: Top Successes and Challenges Summary Successes: Early Stand-Up of APAN Public – Open Typhoon Haiyan Community Highly Effective APAN Familiarization Training Critical to Success Communication Directorate Representative was Value Added to APAN SME Team APAN Daily Update Briefs & Group Statistics Working Closely with National Disaster Center of Affected Country APAN SME Deployment to MNCC Challenges: APAN usage during Joint / Multinational Training involving HA/DR Lack of effective, consistent internet connectivity Multiple Typhoon Haiyan Communities Caused Confusion APAN Integration with NGO Data / Information

10. Philippines: Top Successes Details Early Stand-Up of APAN Public – Open Typhoon Haiyan Community Highly Effective: PACOM JOC decided to stand up an open-public Typhoon Haiyan Community in the early stages of response efforts. This proved to be highly valuable to organizations agencies who needed to post information or request support. APAN Familiarization Training Critical to Success: Classroom and hands on APAN familiarization was critical to getting the MNCC and other AFP forces confident with using APAN. The training should be constant while making changes to the APAN group layout based on requirements. APAN training should ALSO be provided to the major NGO’s operating in the area so they can be share or post their information as needed. Communication Directorate Representative was Value Added to APAN SME Team: A communications SME was a member of the APAN SME team who deployed to the MNCC. The communications expert provided the liaison with the multinational communications officers working the disaster in country and provided the technical knowledge to keep APAN accessible on the internet. APAN Daily Update Briefs & Group Statistics: APAN daily update briefs with statistics was well received and provided community stakeholders with daily status on metrics and changes to the APAN support. This should be standard procedure during all APAN real-world support events. Working Closely with National Disaster Center of Affected Country: Although it was important to work closely with the MNCC it was also just as important if not more to coordinate and sharing information with the host nation National Disaster Center and make visits with NGO’s working in the area. We attended NGO meetings which we were informed was the first time the DOD had made an attempt to get familiar with their operations. APAN SME Deployment to MNCC: APAN SME’s should deploy with the JTF, MNCC, CMOC or CJTF to provide APAN training, assistance and support. Having the staff on site to conduct both classroom and one-on training early in the response efforts will go a long way with early information sharing and collaboration efforts

11. Philippines: Top Challenges Details APAN usage during Joint / Multinational Training involving HA/DR: Although there were great improvements to international and multinational response and information sharing during this event, to include the PACOM JOC increased operational awareness and sharing of unclassified information, HADR response operations and procedures need to be practiced and exercised on a routine basis using the platforms and tool sets used during a real-world scenario (I.e. APAN). This is a lessons “re-learned” from past real-world APAN supported events. Lack of effective, consistent internet connectivity: While JTF 505 and non-government agencies had effective communications to include internet and NIPR (I.e. JTF 505), the MNCC had insufficient, unreliable internet and communication networks to support their most basic information sharing and online collaboration operations. The Communications SME continued to find ways to enable internet connectivity, but there was not enough capability within the building. Multiple Typhoon Haiyan Communities Caused Confusion: Reduce APAN Groups to only a few top levels to make it easier for users to post information. Provide clear guidance on the purpose of each community and what information can be found and shared in that community. APAN Integration with NGO Data / Information: APAN needs to establish better working relationships with NGO’s supporting the crisis and develop procedures for digitally sharing documents, maps and imagery automatically without posting and reposting of information. This information can be shared both between both APAN and the NGO’s.

12. Haiyan – Detailed feedback Sustain vs. Improve

13. Haiyan: Sustain vs. Improve (PACOM JOC) Sustain Quick Deployment of Open, Public APAN Group: PACOM JOC / KM’s adoption & quick deployment of an open, public APAN Group allowed a wider multinational & DOD audience to share crisis information early in response operations. PACOM KM & MARFORPAC IMO Collaboration: Early collaborative efforts between PACOM KM’s and MARFORPAC IMO enabled APAN group to be monitored and gardened as needed Active MARFORPAC / PACOM RFI Managers: MARFORPAC IMO played an integral part in making sure request for information (RFI’s) were addressed either by answer questions directly or connecting them to right people to get questions answered. “Getting Started” menu was visually stimulating & engaged member participation Tags within each primary tab allowed for easy use of sub-folders Using the FORUM capability for RFI/RFA’s enabled all members to view topics and participate in response Improve Open, Publically Accessible Imagery: Publically accessible Imagery was not available in the PACOM main community. All imagery was on a Public, closed site with restricted access. Need a process for posting NGA imagery to a open, public group.

14. Haiyan: Sustain vs. Improve (NGA) Sustain NGA Community Established PRIOR to Disaster: NGA already had a community established ready for the next HA/DR Disaster. This greatly improved imagery posting very early in the operation Established Relationship with APAN Prior to Disaster: APAN had an established relationship and processes in place to support the NGA community owner before the operation. This provided a smooth transition into support operations. Community Owner trained in APAN Capabilities: Having experience with APAN prior to the disaster eased the learning curve APAN KM’s Collaborated with PACOM J2 KM’s: Teams worked closely to improve content organization to improve information discoverability Improve Provide a better way of filtering map content to easily find specific information Refine tagging feature & tag folders to enhance search and management of tags Identify imagery that is publicly accessible so it can be published on public sites

15. Haiyan: Sustain vs. Improve (CTF 70) Sustain Good Collaboration with APAN Group Owner: Group was developed while the USS George Washington was underway heading towards disaster area. Group owner called APAN help desk and work with KM’s to meet their requirements Information Sharing Process started Immediately: The CTF 70 group owner immediately started sharing their response objectives and plans. This allowed the JTF to work out logistics prior to ships arrival to disaster area. Communicate with USN ships Participating in Response Early: Developing communications and APAN support early for the ships enables them to get vital information on developing response while still underway. Improve Have a standardized site / group up and working prior to crisis response operations. USN exercise APAN during fleet exercises and other at sea Comm events. Provide APAN training to USN ships and COMDESRONs / Fleet Forces. Develop a familiarization for USN personnel using APAN on a regular basis

16. Haiyan: Sustain vs. Improve (MNCC) Sustain Conduct APAN Familiarization Training: APAN team on site provide OJT to coordination cell participants. Include knowledge management principles and practical application training Primary Member of Coordination Cell: Have an established desk in the MNCC so people know where to find you for assistance APAN Deployment Kit: APAN SME’s deploy with laptops, phones, tablets, cable, internet connection, etc. to be self reliable instead of relying on in- country capabilities. Improve Deploy APAN SME team early to setup information sharing opportunities and practices with the main coordination & country disaster response centers. Provide APAN SME team with ability to access the internet via mobile hot spots or satellite internet connections. Internet connection is vital for coordination and information sharing success. Improve APAN mobile capabilities to empower users that only have mobile devices and need to share information