Stanford Emergency Management All DOC Training Meeting

1. Stanford Emergency ManagementAll DOC Training Meeting October 25, 2011

2. Agenda • Mass Notification system improvement project • AlertSU system test results • Satellite phone communications • DOC Incident Planning process review • FEMA Grant update • DOC Expectations project   • FEMA L-363 Course offering

3. Objectives To specify university requirements for a mobile and web-based check-in capability, including an administrative system to collect information to assist with response during an emergency To identify the most feasible options to provide this capability To recommend the best option for Stanford crisis management using a check-in capability, including high-level information concerning: timeline with phased deliverables, approximate costs, implementation strategy and plan, other pertinent information, as necessary

4. Vendors considered

5. Finalist vendors All three are proven vendors in the emergency notification industry, although MissionMode is not currently in the higher education sector.

6. Evaluation participants Aaron Buzay, Res Ed Bernadette Burnes-Line, Hospital Bob Wheeler, LBRE Brandon Bond, Hospital Elaine Ray, University Communications Elise McMath, EH&S Keith Perry, EH&S Lance Lougee, SLAC Larry Gibbs, EH&S Lee Connor, Student Affairs Mark Mannia, DPS Susie Claxton, Student Housing Thomas Walters, R&DE Tim Flood Tim Torgenrud, ITS

7. We attempted to make our choice as the best return on our investment while enabling us to realize Stanford’s vision. Agile Gave the most thought to our RFP Developed mock-up of their ideas of what we wanted Clearly grasp our vision Willing to engage in long-term development process with Stanford Want to emerge from the pack with a superior product Medium price – came down substantially in price Therefore, desires a 5-year contract. Mike Mitchell of MissionMode: “We've tried to structure this so that Stanford remains a valuable and influential MissionMode customer far beyond the completion of our short-term development plans.” Recommendation

8. Comparison Bb Connect & MissionMode Bb Connect MissionMode • Performs basic multi-modal notification • Rudimentary check-in features – check-in is phone only • Slow product release cycle • Emergency is not primary product focus • No glimpse into their product roadmap • Little real results in working with us • Performs more advanced multi-modal notification • Multi-modal check-in features, no app yet • Have incident management tool & collaboration features • Rapid product release cycle • Will work on rapid timeline • Willing to obligate themselves to deliver our functionality within 90 days • Emergency is primary focus • Willing to incorporate features we are requesting into their base product

9. Notification • Emergency Check-In • Common Operating Picture • Use MDM to push to smart devices System • Roles, responsibilities, authorities • Training & practice • Issue identification & resolution Organization The Project • Setting the right expectation • Framing the necessity Communication Three challenging efforts

10. Timeline • Subject to Procurement, negotiation, & planning with MissionMode; however … • Bb Connect license expires Dec 12 (with 30-day notice) • Must move quickly • General framework can be established based on conversation, as follows: Sep Oct Nov Dec Jan Feb Mar Apr May Jun … Purchase Organize Phase 1* Phases 2+: Design, Develop, Implement (in Phases) Check-In Integrate with iStanford & MDM Common Operating Picture *Phase 1 includes setup, configuration, replacement of Bb Connect for notification

11. AlertSU System Test Results

12. AlertSU Test Results • Simultaneous activation of mass notification system and outdoor warning system, including websites, hotlines, radio, and cable system • Test began at 12:05 PM • Mass Notification system test results

15. 67 67 69 65 68 74 84 74 61 69 63 61

16. Satellite Phone Options

17. New ATT Sat Phone • Previous model drawbacks • High purchase price • Monthly fee • Never use it • New model • High purchase price • Monthly fee • Fully functional daily use ATT phone comparable in size, weight and functionality to a regular phone.

18. Incident Planning Process

19. Incident Management • We opened our DOC, what do we do now? • When do you need to formalize the Planning process? • The incident will be prolonged (more than one operational period) • Two or more groups are responding to the event • You have several Command positions activated

20. Who Does What? Finance/Admin: Conducts any needed cost analyses. Command: Develops incident objectives. Ensures Safety Analysis is completed. Approves IAP. Incident Commander Operations Section Planning Section Logistics Section Finance/Admin Section Operations: Establishes strategies and tactics to meet incident objectives. Planning: Provides status reports, manages the planning process, and produces the IAP. Logistics: Identifies the logistics requirements to support the tactics.

21. Preparing for the Planning Meeting Tactics Meeting Planning Meeting Preparing for the Tactics Meeting IAP Prep & Approval Command & General Staff Meeting Operations Briefing IC/UC Develop/Update Objectives Meeting Execute Plan & Assess Progress New Ops Period Begins Initial IC/UC Meeting Incident Brief Using ICS-201 Initial Response & Assessment Initial Response Notifications Incident/Event The Start of Each Planning Cycle • Planning for each operational period begins with the Incident Commander or Unified Command developing/ updating incident objectives. • Objectives are based on the continued assessment of the situation and the progress made. Initial Response

22. The Planning P

23. Effective Objectives • S - Specific • M - Measurable • A - Attainable • R - Realistic • T - Time sensitive

24. Strategy #1: Reduce/divert inflow. Strategy #2: Release water from spillways. Selected Strategy: Pump water from reservoir. Tactics: Use truck-mounted pumps working from the road into spillway, and portable pumps on the east side discharging into Murkey Creek. Resources: 5 crews with (3) 1,500-gpm truck-mounted pumps & (2) 500-gpm portable pumps Sample Strategy and Tactics Objective: Reduce reservoir level to 35 feet by 0800 on 2/10.

25. FEMA Grant Project • Project 1 • Risk Assessment • Campus Plan Revisions • Table Top exercises • Project 2 • Emergency Management Training • Target 200 courses • Current total 200+ completed • Project 3 • Medical response • Project 4 • Threat Assessment • DOCs reporting completed training • Athletics, Business Affairs, DPS, EHS, Engineering, GSB, H&S, IT Services, LBRE, R&DE, School of Medicine, SULAIR, Student Affairs • DOCs who have not reported completed training • Alumni & Development Offices, Dean of Research, Hoover Institution, Law School, President & Provost Offices, School of Earth, Sciences, School of Education, SLAC National Accelerator Laboratory, Stanford Campus Residential Leaseholders, Stanford Management Company, Vaden Health Center 25 of 29

26. DOC Expectations Project

27. DOC Expectations Project DOCs who have updated their pages DOCs who have not updated their pages Department of Public Safety ITS R&DE Vaden Alumni & Development Business Affairs Dean of Research GSB Hoover Law School Pres/Provost Office School of Education School of Engineering SLAC SCRL Stanford Management Company Student Affairs University Libraries • EHS • LB&RE • School of Earth Sciences • School of Humanities and Sciences • School of Medicine

28. FEMA L-363 Course

29. L-363 Course • Emergency Management for Higher Education • December 6, 7, 8 • Mission College • Free!

30. Questions?