2012 Texas Emergency Management Conference

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

2. Welcome Mark Adams Sam Houston State University Information Technology Services Background & Expectations

3. Session Objectives 1) Provide major considerationfactorsand sample proceduresto 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

4. Emergency Warning Systems Selection

5. considerations &proceduresduring tHEselection 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 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, email, text, social…) Need for resource independence (power, telecommunications…) Do you have agency IT support (onsite or remote) 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? System Selection 9

10. Research + Understand Factors + Understand Features + Review Vendors =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 testing 12

13. Emergency Warning Systems Utilization 13

14. Implementation Phase 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) 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 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? Whosthe backup? Whostheir 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 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 operation 22

23. Managing expectations is critical • document and get buy-in 23 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. Emergency Warning Systems • Selection and Application • Processes and considerations for selection process • Lessons learned from utilization and testing • Collaboration and communication Wake up & Wrap Up

27. Questions?

28. Emergency Warning Systems Selection and Application Contact Information: Mark Adams Sam Houston State University Huntsville TX marka@shsu.edu 936.294.1158