emergency notifications at uvic
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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 - PowerPoint PPT PresentationTRANSCRIPT
Emergency Notifications at UVic
Ron Kozsan
February 15, 2012
(in 20 minutes or less)
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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.
HeadingUVic 19,000 students 5,000 faculty & staff one campus (162ha) 136 buildings
HeadingOur 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?
HeadingConcerns
net-new systems & databases additional processes
☞ creating new silos, new issues costly solutions data ownership? privacy? information accuracy?
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Our decision
save $ build best efforts: deploy something
☞ will still have $ later to buy if need be
HeadingPrinciples
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
HeadingOwnership
Corporate Communications Campus Security Occupational Health & Safety
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IT/Systems (not an owner)
HeadingSystem Components
Console Banner (email & phone db) Channels
email (broadcast & directed) voicemail broadcast VoIP phone (text & audio) SMS/TXT (via provider)
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Broadcast• reach large audience quickly• “all or nothing” (no opt-out)
Directed• more time consuming• allows opt-in/opt-out
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HeadingFeatures
message templates short (SMS, VoIP phones) long (email) customized use of channels
signature blocks user groups
HeadingOpt-in / Opt-out ?
email – mandatory broadcast (Exchange dist list) directed
voicemail, VoIP broadcasts – mandatory
SMS – opt-in costs to phone owners
HeadingWhy 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
HeadingWhat works well
broadcasts: email voicemail VoIP
SMS/TXT – not bad
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Not so well
SMS/TXT signal coverage lost/delayed messages beyond our control
directed email (slow) no automation for voicemail broadcast
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Success Factors
key stakeholders at the table clear ownership regular testing fast delivery (of messages) no technicians required
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Diplomacy:
The fine art of ensuring the other party gets your way
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Message Channel Clients
(#)
Estimated Success Rate(%)
Delivery Timeframe
Send Rate
Sent Received
Exchange Broadcast
4071 100 100 2 minutes 2000/min
Voicemail Broadcast
3400 100 100 2 minutes 1500/min
VoIP Phone Broadcast
1800 94 80 10 minutes 180/min
Directed Email 20000 100 90* 5 hours 4000/hourSMS/TXT Messaging
4362 99 75* 3 hours* 1100/hour
* indicates educated guess
Results (November 2009)
Subscriber Stats@ 2009-11-30
Mobile Phone
Faculty & Staff 557 2740Students 3875 19208
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Next steps? business continuity (availability) improve directed email (speed) more channels (reach)
twitter auto-post to web sites
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Console Application Oracle APEX pulls email, cell phone numbers from Banner sends messages (multiple methods)
The Big Red Button
Emergency Notification System - Console
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Costs (one-time)
$2,700 – VoIP phones for lecture halls $700 – SMS provider (setup fee) 30 days Oracle/APEX programming**
$8,000 – Promotions & advertising
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UVic Emergency Alerts Poster
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The Big Question:
Have we ever used it “for real” ?
No(thankfully)
Questions?
Ron KozsanUniversity of Victoria
http://www.uvic.ca/alerts
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