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How to Plan for a Disaster:Drill, Baby, DrillTheresa DotyChi f D t f O tiChief Deputy of OperationsUnited States District Court – Central District of California
About Everbridge• Leader in incident notification systems
• Fast-growing global company with more than 1 000 clients in moremore than 1,000 clients in more than 100 countries
• Serve the Global 2000, federal government organizations healthcaregovernment organizations, healthcare systems, state and local government, military, financial services firms, and universities
• 100% focused on incident notification solutions that merge technology and expertise
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Agenda
Part 1: Presentation • How to plan the exercise• What role message mapping should play in your drill• Why feedback is important• How to evaluate what worked and what didn’tHow to evaluate what worked and what didn t
Part 2: Q&A
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Q&Aavailable to everyone on blog.everbridge.com
Use the Q&A function to submit your questionsquestions.
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Who we are
• The Central District of California serves 18 million citizens in a 7 county region and is the largest Federalcitizens in a 7 county region and is the largest FederalCourt in the nation with over 500 clerks office and chambers personnel.
• While we are non-first responders, we are part of the National Essential Functions (NEFs) to ensure the continuity of constitutional government.
• We have 4 geographically dispersed sites: Two in g g p y pDowntown LA, one in Santa Ana and one in Riverside.
Our geographic locations
Where do we fit?FEDERAL GOVERNMENT
What is COOP for the Federal Courts?
Meeting our obligations for National Essential Functions:
• Ensuring continuity of the Constitution.
• Providing leadership visible to the public.
• Defending the Constitution.
• Our primary mission essential function is to provide first O p y pappearances within 48 hours of arrest for all new detainees.
• Our goal is to be able to perform this function within12 hours of the onset of a COOP.
Risk assessment
Fires are common during the summer due to extreme heat.
Mudslides typically caused by rain in areas that wereMudslides typically caused by rain in areas that werepreviously burned by the fires listed above.
Transportation gridlocks which could affect theTransportation gridlocks which could affect the transportation of employees into and from the office.
Earthquakes which in part or whole, disables ourq pfacilities and the transportation routes to our facilities.
Terrorist actions at one or more sites.
Pandemics
How we use EverbridgeAware / QuickLaunch / SmartGIS
• Notify court staff, other government agencies, and the public about
Aware / QuickLaunch / SmartGIS
our response to emergencies (or other important announcements).
• Use quota notifications to fill special needs positions id tifi d i tt ib tidentified in attributes.
• Track responses and geo-map targeted recipients.
• Implemented orders of succession to ensure continuity of leadership and conference in leaders for quick decision making.
• Provide limited access (QuickLaunch) to the USM for notifyingjudges of incidents or other important routine announcements
Data structure
Message delivery structure
US
USMarshals
Other Government AgenciesAUSACSOUS
DistrictCourt
Judges
CSODFPDGSAMDCNursePretrial ServicesProbation
Di t i t C t St ff
District and Magistrate (CAC)Bankruptcy Court JudgesCircuit Court of Appeals
ProbationUSMUSBK
Media & CommunityPressDistrict Court Staff
ExecutivesDecision Team
Communications TeamCentral Command Team
Relocation Team CA Bar Associations
PressRadioTVSuperior Courts
Emergency Operations Group Tier 1Emergency Operations Group Tier 2
Staff
CA Bar AssociationsCounties of: LA, Orange, Riverside, Santa Barbara, Ventura, San Bernardino and San Luis Obispo
Other Courts9th CircuitAZ DistrictNV District
Emergency OrganizationsLAPD, LAFD, FEMA, DOT –LA, DWP – LA, Office of the Mayor
CA Eastern, Northern Office of the Mayor, and others
Why Everbridge?
Provides a robust notification system which activates the COOP and ties into the other elements of COOP
Conference call – Decision Team activates COOP
Scalability – To include other agencies and groups
Customization – USM notify judges of incidents by building
Lines of succession – Operations, relocation teams
Why Everbridge?
Provides a robust notification system which activates the COOP and ties into the other elements of COOP
Repeat broadcasts – Using time intervals as needed
Groups/attributes – Allow for quotas and geo mapping
Response reporting – For locating essential staff
Attachments – Maps, instructions and access codes
SmartGIS Geographically targeting receipientsSmartGIS – Geographically targeting receipients
Why such a sophisticated system for non first responders?
P bli d t ff f t
non-first responders?
• Public and staff safety
• Responsible leadership
• Facilitates accomplishing our mission
• Management tool• Management tool
Preliminary testing
Intensive internal test in using the following methods:
Emergency and standard notification
Quota notificationQuota notification
Conference call
Polling
How we promoted COOP awareness
Training
• 5 days of staff training in all 3 divisions in ti f Di t D (NLE)preparation for Disaster Days (NLE)
• Monthly training meetings for Essential Functions Team
• Other agencies briefed
Interagencies
COOP Policy Committee
Management Group
National level exercise
Notifications:
Conference call with Decision Team to activate COOP
Notified COOP Team All CACD judges and other agenciesNotified COOP Team, All CACD judges and other agencies
Notified all CACD staff
Quota notifications skillset specific
National level exercise
• Staff involvement in exercise:
• Contact the CACD Employee Emergency Line
• Contact the Out of State Emergency Line (ARMA)
• Update InfoWeb and check emergency backup
• Visit COOP Website and email the COOP team• Visit COOP Website and email the COOP team
• Briefing notes by various key teams
Notification schedule
NLE briefing notes
NLE in action
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1. Communication Team launches the exercise
2. Chief Deputy Doty joins conference
NLE in action2
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1 R l ti T ti t d th h ENS1. Relocation Team activated through ENS gathers to discuss strategy
2. Emergency Operations Team deployed through ENS reviews scenariog
3. Divisions are video-conferenced in
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NLE in action
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2
1. Staff respond to ENS quota call and check-in for duty
2. Communication team celebrates a successful conclusion of exercise
Emergencypreparednesspreparednesswebsite
Secured login
User roles
Document storage
RedundancyRedundancy
COOP.CACD.USCOURTS.GOV
Analyzing the data
Incident Notification
Marc LadinVP of Marketing, Everbridge
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Incident notification solutions address common communication challengescommunication challenges• Communicate quickly, easily, and
efficiently with large numbers of• Reduce miscommunications and
control rumors with accurateefficiently with large numbers of people in minutes, not hours, making sure that information about yourdisaster exercise is conveyed
control rumors with accurate, consistent messages (3P = 1N)
• Free key personnel to perform
• Use all contact paths especially when sending crucial in-exercise communication
Free key personnel to perform critical tasks by automating manual, time-intensive, error-prone processes
communication
• Ensure two-way communicationsto know what parts of your exercise
• Satisfy regulatory requirementswith extensive and complete reporting of delivery attempts andto know what parts of your exercise
are working and which parts need your attention
reporting of delivery attempts and two-way acknowledgements from recipients
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Key evaluation criteria for an incident notification systemnotification system
• Experience and expertise
• Ease of useEase of use
• Ability to reach all contact paths, including voice email native SMSincluding voice, email, native SMS (over SMPP and SMTP), IM, and more
• Ease of integration
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Q&A
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Item Number (Schedule II): 26.1Activity Group: A1 Point for each webinar
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1 Point for each webinar
Contact informationCommunication resources
Contact information
Theresa Doty
White papers, literature,case studieseverbridge.com/resources
Upcoming webinarsChief Deputy of [email protected]
Upcoming webinarseverbridge.com/webinars
1 213 894 5160
Marc Ladinl di @ b [email protected]
1-818-230-9700blog.everbridge.comtwitter.com/everbridgef b k / b id ifacebook.com/everbridgeinc
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