IT-based Operational Awareness for Emergency Management in Higher Education Institutions

1. IT-based Operational Awareness for Emergency Management in Higher Education Institutions March 12, 2014 Veronica Camarillo, Deniz Gurkan In collaboration with Department of Public Safety, Facilities, IT of University of Houston Special Thanks to Joe Mendez, Emergency Management Director CONTACT: dgurkan@uh.edu

2. Institutions of Higher Education (IHE) Incident Trends FBI.gov – Campus Attacks

3. Motivation for IT-Awareness “IHE governance is highly varied and often widely dispersed. Many institutions have decentralized organizational structures and academic departments with differing processes and decision-making responsibilities. In addition, the variance in purpose, structure, authority, and operations among campus police and security agencies makes one-size-fits-all programs and policiesImpractical” Guide for Developing High-Quality Emergency Operations Plan for Institutions of Higher Learning, US Department of Education 2013

4. Motivation for IT-Awareness Incident Heat Map/ Emergency Management Portal

5. Outline • University of Houston GOALS • Emergency Management Portal at University of Houston • Incident Heat Map as an extension of the portal • Proposed EOC Management Governance Program elements • Lessons learned and next steps towards better decision making through IT integration

6. University of Houston GOALS UH/EM Five StrategicObjectives University Competencies Capabilities at ‘go live’ • Students – Maintain secure environment, improve attendance and build trust with University Students • Emergency Management – Adhere to a set of sound guiding Emergency Operation principles to improve University Preparedness Plan performance • Assets – Use University assets to meet market demand and deliver public value • Operations – Improve performance to consistently meet or exceed top ranking in safety to student ratio and gov. compliance • People – Build pride in University performance and reputation • Operational Excellence for converged IHE enterprise systems • Flexible Emergency Operation Center Design • Financial Approach for effective use of University assets • Safety and Risk Mitigation Stewardship • Reformed Student and Community Relationships • Fast decision making Leadership Top Ranking and Excellence in regulatory compliance Culture of Change and Proactive Planning Efficient & Effective allocation of resources and Budget Management Alignment: University, Community, and customers (students, staff, visitors, etc.) Innovative Utilization of Technology & Deployment

7. How to achieve IT-Awareness: • Divergence-to-Convergence • Listen for information as it is retrieved from the enterprise servers • Track changes in vital information • Present in a visual and analytical EM Portal • Essential Elements: • Technology • Business processes • Organizational change • Perpetual Research

8. University of Houston Strategy – IT Awareness INTEGRATION is KEY! CREATE A STANDARDIZED TOOL FOR EARLY WARNINGS THROUGH CORRELATIONS OF EMERGENCY DATA FROM DISPARATE ENTERPRISE SYSTEMS Technical- Data Retrieval • Public Safety • Police • Fire Alarms • Lockdown/Card Access • Infrastructure/ IT • Power • Network • Wireless • Video Camera • Facilities • Call center • Building plans

9. How to achieve IT-Awareness: • Public Safety • Police- • Polling of SQL database • Fire Alarms • Requires decoding • Lockdown/Card Access • Through a bump in the wire

10. How to achieve IT-Awareness: • Infrastructure/ IT • Power • Network • Wireless • Video Camera • Access to multiple types of video cameras

11. How to achieve IT-Awareness: • Facilities • Call center • FAMIS software is used for work order management • Building plans • Building information is also obtained through FAMIS

12. How to achieve IT-Awareness: Incident Heat Map P police F facilities T technology

13. University of Houston Strategy – IT Awareness Display info on buildings

14. University of Houston Strategy – IT Awareness Automatic notifications on warnings

15. University of Houston Strategy – IT Awareness Direct link to video camera feeds

16. University of Houston Strategy – IT Awareness Recent Changes to IHM/EMP GUI

17. University of Houston Strategy – IT Awareness Recent Changes to IHM/EMP GUI

18. University of Houston Strategy – IT Awareness Recent Changes to IHM/EMP GUI

19. IHM/EMP capabilities model:Where is UH versus the future Incident Heat Map/EMP

20. Proposed EOC Management: Governance Program elements Bringing it all together • Business processes • Extraction of value for Analytics • Organizational change • Creation of Collaborative Team for Key Index Performance Measurements • Realignment of Leadership during Incident Management • Perpetual Research

21. Lessons Learned & Next Steps - IHM/EMP -Target enterprise systems can be integrated without intrusion to current business processes - Perpetual research is required for extraction of value in analytics - Matured technology provides foundation for Practical application of out of the box implementation -Next Steps • Industry: help integrate with other incident communications • Educational Institutions: can we help you build this at your organization? • Emergency Managers: are we on the right track for your needs?

22. Q&A Thank you dgurkan@uh.edu

23. REFERENCES 1.Table 3. Enrollment in educational institutions, by level and control of institution: Selected years, 1869-70. The Digest,p.16. 2.Guide for Developing High-Quality Emergency Operations Plan for Institutions of Higher Learning http://www.fbi.gov/about-us/cirg/active-shooter-and- mass-casualty-incidents/emergency-plans-for-higher- education