INDEPENDENT PROFESSIONAL QUALITY DRIVEN EXPERIENCED STUFF HAPPENS ARE YOU READY? Nathan D. McClure, MPA, ENP Senior Communications Operations Specialist CTA Communications, Inc 2006 APCO Atlantic Chapter Trade Show and Conference North Falmouth, Massachusetts Nathan D. McClure, MPA, ENP Senior Communications Operations Specialist CTA Communications, Inc 2006 APCO Atlantic Chapter Trade Show and Conference North Falmouth, Massachusetts Day-to Day Emergencies >200,000, Calls Per Year (NENA) 550, Calls Per Day 15-20% Life Threatening Emergencies 110,000 Per Day 95% Routine Emergencies (FEMA) 5,500 Incidents Per Day Arent 6,125 PSAPs >200,000, Calls Per Year (NENA) 550, Calls Per Day 15-20% Life Threatening Emergencies 110,000 Per Day 95% Routine Emergencies (FEMA) 5,500 Incidents Per Day Arent 6,125 PSAPs Level of Devastation Crisis Daily Common Occasional Rare Very Rare Catastrophic Loss of Life / Property Damage Multiple Loss of Life / Significant Property Damage Loss of Life / Property Small / Property Damage Events of Mass Destruction Airplane Crash Traffic Accident School Shooting Multiple Alarm Fire Single Alarm Fire Tornado Major Flooding Hazmat Wild Fire F6 Tornado Hurricane Planned / Regularly UsedPlanned For/Practiced Increasing Communications & Criticality of Information Sharing Increasing Communications & Criticality of Information Sharing Category 5 Hurricane Sniper Shootings Anthrax PSAP Survey APCO Homeland Security Committee 75% Do Not Have Complete, Current Contingency Plan 69% Have Not Evaluated Risks 43% Do Not Have Adequate Back-Up 52% Back-Up in Close Proximity 48% Centers in Hazard Zone 69% No Dispatch Mutual Aid Plan 75% Do Not Have Complete, Current Contingency Plan 69% Have Not Evaluated Risks 43% Do Not Have Adequate Back-Up 52% Back-Up in Close Proximity 48% Centers in Hazard Zone 69% No Dispatch Mutual Aid Plan US Conference of Mayors 2006 Survey Requirements Public Safety Communications MUST Function Under ALL Conditions Survivability Reliability No Single Point of Failure Public Safety Communications MUST Function Under ALL Conditions Survivability Reliability No Single Point of Failure Contingency Planning/COOP Contingency Planning Planning for an event that may occur Continuity of Operations Planning Planning to ensure that essential functions are performed in any contingency Contingency Planning Planning for an event that may occur Continuity of Operations Planning Planning to ensure that essential functions are performed in any contingency Planning Benefits Improve Decision Making Process Reduce/Minimize Disruptions to Operations Ensure Continued Performance of Essential Operations Reduce Loss of Life/Minimize Damage Improve Decision Making Process Reduce/Minimize Disruptions to Operations Ensure Continued Performance of Essential Operations Reduce Loss of Life/Minimize Damage Planning Goals Continuity of Essential Functions Rapid Assessment & Reassignment of Services No Longer Possible Or Interrupted Capable of Implementation Anytime With And Without Warning Development of Emergency Procedures Controlling Customer Expectations Prompt Notification Of Public & Management Of Public Anxiety Consistent With ICS Continuity of Essential Functions Rapid Assessment & Reassignment of Services No Longer Possible Or Interrupted Capable of Implementation Anytime With And Without Warning Development of Emergency Procedures Controlling Customer Expectations Prompt Notification Of Public & Management Of Public Anxiety Consistent With ICS NIMS/ICS NIMS = National Incident Management System NIMS Components Command and Management (ICS) Preparedness Resource Management Communications and Information Management Technological Support NIMS = National Incident Management System NIMS Components Command and Management (ICS) Preparedness Resource Management Communications and Information Management Technological Support NIMS/ICS Principles & Concepts Flexibility Scalable Standardization Interoperability Not Just Communications Terminology Whats a Squad? Whats a Wagon? Whats a Tanker? Flexibility Scalable Standardization Interoperability Not Just Communications Terminology Whats a Squad? Whats a Wagon? Whats a Tanker? Essential Functions Determine What Functions Must Be Continued In All Circumstances Critical Cannot Do Without/Vital/Loss May Pose a Life Safety Risk Essential Difficult To Operate Without, But Could Function For Limited Time Non-Essential Loss Would Be Inconvenient Determine What Functions Must Be Continued In All Circumstances Critical Cannot Do Without/Vital/Loss May Pose a Life Safety Risk Essential Difficult To Operate Without, But Could Function For Limited Time Non-Essential Loss Would Be Inconvenient Plans Should Include Plan Objective Activation Of Plan Criteria & Procedures Who Can Activate Plan Roles, Responsibilities & Authority Succession Plan Deactivation Plan Criteria & Procedures Plan Objective Activation Of Plan Criteria & Procedures Who Can Activate Plan Roles, Responsibilities & Authority Succession Plan Deactivation Plan Criteria & Procedures Preparedness Process Risk Assessment Identify Hazards Broadest Categories of Risk Profile Hazards & Consequences Previous Incidents Frequency of Occurrence Magnitude & Intensity Location Spatial Extent Duration Seasonal Pattern Speed of Onset Availability of Warning Risk Assessment Identify Hazards Broadest Categories of Risk Profile Hazards & Consequences Previous Incidents Frequency of Occurrence Magnitude & Intensity Location Spatial Extent Duration Seasonal Pattern Speed of Onset Availability of Warning Events Planned/Scheduled Super Bowl, Concert, Convention Unscheduled Natural, Manmade, Technological Disaster Planned/Scheduled Super Bowl, Concert, Convention Unscheduled Natural, Manmade, Technological Disaster Identify Each Threat/Hazard Hazardous Materials Nuclear Floods Dam Safety Landslides Terrorism Wildfires Hazardous Materials Nuclear Floods Dam Safety Landslides Terrorism Wildfires Earthquakes Hurricanes Tornadoes Volcanoes Winter Storms Extreme Heat Extreme Cold Pandemic Earthquakes Hurricanes Tornadoes Volcanoes Winter Storms Extreme Heat Extreme Cold Pandemic Communications Center Specific Equipment Failure Loss of Public Utilities Systems Overload Building Evacuation Equipment Failure Loss of Public Utilities Systems Overload Building Evacuation Equipment Failures Identify Every Piece of Equipment In Your Center Radio, Telephone, CAD, Recorder, HVAC, Furniture, Chairs, etc. For Each Piece of Equipment List Failure Points Back-Up Plan Who Repairs Work-Around For Mission Critical Systems Identify Every Piece of Equipment In Your Center Radio, Telephone, CAD, Recorder, HVAC, Furniture, Chairs, etc. For Each Piece of Equipment List Failure Points Back-Up Plan Who Repairs Work-Around For Mission Critical Systems Loss Of Public Utilities Power/Natural Gas Generator Failure Pigtail To Connect Alternate Prolonged Failure Priority Restoration/Service Climate Control Needs People/Equipment Portable Heaters Fans Power/Natural Gas Generator Failure Pigtail To Connect Alternate Prolonged Failure Priority Restoration/Service Climate Control Needs People/Equipment Portable Heaters Fans Loss of Water Emergency Drinking Water Supply Food Preparation Cooling of Mechanical Equipment Plumbing/Sanitation Consider Storage Tanks/Inflatable Bladders Emergency Drinking Water Supply Food Preparation Cooling of Mechanical Equipment Plumbing/Sanitation Consider Storage Tanks/Inflatable Bladders Loss of Telephone Service Complete/Partial Failure Loss of Service In One Area Radio Control Circuits Alternate Routing Relocate to Back-Up Center Complete/Partial Failure Loss of Service In One Area Radio Control Circuits Alternate Routing Relocate to Back-Up Center System Overload Definition An Event Or Situation That Overwhelms The Centers Available Resources Examples Severe Weather Major Fire/Explosion Haz-Mat Incident Critical Equipment Malfunction Definition An Event Or Situation That Overwhelms The Centers Available Resources Examples Severe Weather Major Fire/Explosion Haz-Mat Incident Critical Equipment Malfunction Building Evacuation Internal Disaster Plan Determine Conditions That Could Cause Evacuation Lincoln, Nebraska Ventura, California West Valley, Utah Internal Disaster Plan Determine Conditions That Could Cause Evacuation Lincoln, Nebraska Ventura, California West Valley, Utah Compare & Prioritize Risks/Impacts High Medium Low Develop Scenarios Compare & Prioritize Risks/Impacts High Medium Low Develop Scenarios Impact Identification Highly Vulnerable Significant Risk of Failure or Hazard/Would Have Major Impact On Operations Vulnerable May Experience Failure or Hazard/Would Have Significant Impact Not Vulnerable Failure or Hazard Not Like to Occur/Would Not Have Major Impact Highly Vulnerable Significant Risk of Failure or Hazard/Would Have Major Impact On Operations Vulnerable May Experience Failure or Hazard/Would Have Significant Impact Not Vulnerable Failure or Hazard Not Like to Occur/Would Not Have Major Impact Impact Assessment Facility Considerations Personnel Considerations Training Considerations Review & Evaluation Considerations Facility Considerations Personnel Considerations Training Considerations Review & Evaluation Considerations Impact Mitigation Evacuation Planning Establish Specific Procedures & Routes Designate Assembly Area Establish Accountability Procedures Establish Procedures for Notifying Off- Duty Staff Establish Specific Procedures & Routes Designate Assembly Area Establish Accountability Procedures Establish Procedures for Notifying Off- Duty Staff Evacuation Kit Essential Documents (SOPs) Reference Materials ( Tx #s, On-Call Lists) Emergency Contact Lists Keys Portable Radios Office Supplies Dispatch Cards Essential Documents (SOPs) Reference Materials ( Tx #s, On-Call Lists) Emergency Contact Lists Keys Portable Radios Office Supplies Dispatch Cards Flashlights, Spare Batteries, Emergency Heating/Cooling Sources Food & Water Emergency Generator Alternative Toilet Arrangements Flashlights, Spare Batteries, Emergency Heating/Cooling Sources Food & Water Emergency Generator Alternative Toilet Arrangements Additional Supplies 4.1.4Each jurisdiction shall maintain an alternative communications facility that meets both of the following criteria: The facility shall be capable, when staffed, of performing the emergency functions provided at the communications center. The alternate communications center shall be separated geographically from the primary communications center at a distance that ensures the survivability of the alternate center Each jurisdiction shall develop a formal plan to maintain and operate the alternative communications facility The plan shall include the ability to reroute incoming alarm traffic and to process and retransmit emergency alarms. NFPA 1221 (2007) 4.1.4Each jurisdiction shall maintain an alternative communications facility that meets both of the following criteria: The facility shall be capable, when staffed, of performing the emergency functions provided at the communications center. The alternate communications center shall be separated geographically from the primary communications center at a distance that ensures the survivability of the alternate center Each jurisdiction shall develop a formal plan to maintain and operate the alternative communications facility The plan shall include the ability to reroute incoming alarm traffic and to process and retransmit emergency alarms. NFPA 1221 (2007) Alternate Locations Geographic Separation Located A Safe Distance From And Secured Against Worst-case And Most-likely Scenarios. DOT Haz-Mat Guide >10 Miles FCC Hurricane Katrina Independent Panel Secondary Back-up > 200 Miles Away Located A Safe Distance From And Secured Against Worst-case And Most-likely Scenarios. DOT Haz-Mat Guide >10 Miles FCC Hurricane Katrina Independent Panel Secondary Back-up > 200 Miles Away Staffing PSAPS Staff For Average Busy Day 40% Higher Than Average Call Volume 10% of Call Volume During Busiest Hour of Busiest Shift 8% Busiest Hour of 2nd Busiest Shift 6% Busiest Hour of Least Busy Shift Young & Dayharsh, Sanford Research Institute, 1980 PSAPS Staff For Average Busy Day 40% Higher Than Average Call Volume 10% of Call Volume During Busiest Hour of Busiest Shift 8% Busiest Hour of 2nd Busiest Shift 6% Busiest Hour of Least Busy Shift Young & Dayharsh, Sanford Research Institute, 1980 Planning for Overload Overflow Positions Alternate Routing Modified Procedures Incidents Responded To Services Provided Additional Staffing Personnel From Other Assignments Call-back/Call-In Overflow Positions Alternate Routing Modified Procedures Incidents Responded To Services Provided Additional Staffing Personnel From Other Assignments Call-back/Call-In Determine How Many Personnel Will Be Needed How Do You Notify Where Do They Go How Do They Get There How Long Do They Stay Deactivation Procedures Determine How Many Personnel Will Be Needed How Do You Notify Where Do They Go How Do They Get There How Long Do They Stay Deactivation Procedures Staffing Needs Training Train ALL Different Information Needs Make Sure All Know The Plan Where It is AT What To Do Include User Agencies Train ALL Different Information Needs Make Sure All Know The Plan Where It is AT What To Do Include User Agencies Tests & Exercises Plans Must Be Tested Conduct Training Exercises Operate From Back-Up Center Quarterly Monthly Plan For Key Personnel Absences Make Sure Exercise Doesnt Cause Disaster Once Is Not Enough! Must Be On-Going Plans Must Be Tested Conduct Training Exercises Operate From Back-Up Center Quarterly Monthly Plan For Key Personnel Absences Make Sure Exercise Doesnt Cause Disaster Once Is Not Enough! Must Be On-Going Review & Evaluate Plans Regularly At Least Annually Involve All Staff Levels & User Agencies Identify Weak Areas Revise As Needed Train On Changes (& Whole Plan) Regularly At Least Annually Involve All Staff Levels & User Agencies Identify Weak Areas Revise As Needed Train On Changes (& Whole Plan) Additional Review & Evaluation After Each Exercise After Each Activation When Personnel Change When Facility/Equipment Changes When Policies/Procedures Change After Each Exercise After Each Activation When Personnel Change When Facility/Equipment Changes When Policies/Procedures Change Questions & Answers CTA Communications, Inc Timberlake Road, Suite 106 Lynchburg, VA (434)