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Emergency Notifications at UVic

Emergency Notifications at UVic. Ron Kozsan February 15, 2012 (in 20 minutes or less). Heading. Emergency Notification System A system to allow officials to quickly convey critical information to students, faculty and staff in the event of a major emergency. Heading. UVic 19,000 students

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Emergency Notifications at UVic

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  1. Emergency Notifications at UVic Ron Kozsan February 15, 2012 (in 20 minutes or less)

  2. Heading • Emergency Notification System • A system to allow officials to quickly convey critical information to students, faculty and staff in the event of a major emergency.

  3. Heading • UVic • 19,000 students • 5,000 faculty & staff • one campus (162ha) • 136 buildings

  4. Our Issue (early 2008) • needed something • didn’t have anything • everyone else was doing something • learn from others • Does your institution have a system in place? Heading

  5. Concerns • net-new systems & databases • additional processes • creating new silos, new issues • costly solutions • data ownership? • privacy? • information accuracy? Heading

  6. Heading • Our decision • save $ • build • best efforts: deploy something • will still have $ later to buy if need be

  7. Principles • simplicity • no perfection • use multiple delivery methods • some is better than none • duplicate msgs are ok • leverage existing assets • Banner, email, phones, … • easy to use (no IT staff req’d) • do not break anything Heading

  8. Ownership • Corporate Communications • Campus Security • Occupational Health & Safety • ---------------------------------------------- • IT/Systems (not an owner) Heading

  9. System Components • Console • Banner (email & phone db) • Channels • email (broadcast & directed) • voicemail broadcast • VoIP phone (text & audio) • SMS/TXT (via provider) Heading

  10. Heading • Broadcast • reach large audience quickly • “all or nothing” (no opt-out) • Directed • more time consuming • allows opt-in/opt-out

  11. Heading

  12. Features • message templates • short (SMS, VoIP phones) • long (email) • customized use of channels • signature blocks • user groups Heading

  13. Heading • Opt-in / Opt-out ? • email – mandatory • broadcast (Exchange dist list) • directed • voicemail, VoIP broadcasts – mandatory • SMS – opt-in • costs to phone owners

  14. Why Banner? • already there: • email addresses for faculty, staff, students • place for cell phone numbers • Needed: • privacy impact? • promote use of “Mobile Phone” • user-maintained through portal Heading

  15. Heading • What works well • broadcasts: • email • voicemail • VoIP • SMS/TXT – not bad

  16. Heading • Not so well • SMS/TXT • signal coverage • lost/delayed messages • beyond our control • directed email (slow) • no automation for voicemail broadcast

  17. Heading • Success Factors • key stakeholders at the table • clear ownership • regular testing • fast delivery (of messages) • no technicians required

  18. Heading • Diplomacy: • The fine art of ensuring the other party gets your way

  19. Results (November 2009) Heading * indicates educated guess

  20. Heading • Next steps? • business continuity (availability) • improve directed email (speed) • more channels (reach) • twitter • auto-post to web sites

  21. Emergency Notification System - Console Heading • Console Application • Oracle APEX • pulls email, cell phone numbers from Banner • sends messages (multiple methods) • The Big Red Button

  22. Heading

  23. Heading • Costs (one-time) • $2,700 – VoIP phones for lecture halls • $700 – SMS provider (setup fee) • 30 days Oracle/APEX programming** • $8,000 – Promotions & advertising

  24. UVic Emergency Alerts Poster Heading

  25. Heading • The Big Question: • Have we ever used it “for real” ? No (thankfully)

  26. Questions? Ron Kozsan University of Victoria rkozsan@uvic.ca 250.472.4825 http://www.uvic.ca/alerts

  27. Heading

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