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When Every Word Counts Implementing an Integrated Emergency Notification System (IEN)

When Every Word Counts Implementing an Integrated Emergency Notification System (IEN). TASSCC 2011 Annual Conference San Antonio, Texas. Background. 2. September 2007 – Project initiated Pre-existing system was being used Both cloud-based and campus-based solution

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When Every Word Counts Implementing an Integrated Emergency Notification System (IEN)

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  1. When Every Word CountsImplementing anIntegrated Emergency Notification System(IEN) TASSCC 2011 Annual Conference San Antonio, Texas Computing and Information Services, Information Technology Solutions and Support

  2. Background 2 • September 2007 – Project initiated • Pre-existing system was being used • Both cloud-based and campus-based solution • Required multiple processes to activate entire system • Needs analysis and RFP process • Vendor selected • February-March 2009 • Hardware and software installed • Operator and system administration training • Initial testing and data migration Computing and Information Services, Information Technology Solutions and Support

  3. Background (cont.) • April – August 2009 • “Code Maroon” web site • Registration of text devices • Campus-wide enrollment campaign • September 2009 – New system online • Parallel to existing alerting system for one month • Initial campus-wide drill Computing and Information Services, Information Technology Solutions and Support

  4. Benefits 4 • Expanded Channels • Text Message • Email • Client application (Desktop Pop up) • RSS/Twitter • Emergency Alert System (EAS) • Radio and cable television via KAMU • VoIP Loudspeaker • Better control of the system • Capability of adding additional channels • One-button ease of use Computing and Information Services, Information Technology Solutions and Support

  5. Integrated Solution Computing and Information Services, Information Technology Solutions and Support

  6. Investment in Hardware, Software, and Support • High Availability and Failover • Primary and Backup systems geographically separate • Mirrored databases • Additional alerting capability outside College Station geographic area • Primary and backup operators across departments trained to publish alerts regardless of location on or off campus • Business Continuity Plan - define and manage alternative alerting and recovery procedures when failures occur with hardware, software, or supporting environment Computing and Information Services, Information Technology Solutions and Support

  7. Communication Channels • Text Message • Email - Campus email system • EAS - FM radio and cable TV** • Classroom speaker (VoIP) • Desktop popup client • RSS - CM web site**, Howdy web site • Twitter ** ** Channel available to general public Computing and Information Services, Information Technology Solutions and Support

  8. Classroom Speakers • Most recent communication channel • VoIP loudspeakers installed in classrooms across the campus • Provides alerting capability where other communication channels are likely to be unavailable (phones turned off, no radio/tv) • Alert message is converted from text to voice • Also available to departments and agencies on campus Computing and Information Services, Information Technology Solutions and Support

  9. Computing and Information Services, Information Technology Solutions and Support

  10. Performance Measures • Performance Measure for each channel • Approved by stakeholders • Measures SMS – to carriers within 7 minutes Email – to mailboxes within 30 minutes EAS – broadcast within 2 minutes RSS, Twitter – to channel within 1 minute Desktop Client – to client computers within 3 minutes Classroom Speakers – broadcast within 2 minutes Computing and Information Services, Information Technology Solutions and Support

  11. Regular Drills and Testing • Campus-wide Drills – monthly exercise of all communication channels to university population on a weekday • Silent drills • Daily to exercise text messaging, email, Twitter, and desktop popups to IEN engineers only • Scheduled to exercise the EAS components or specific classroom speakers • Dispatcher drills • As needed by UPD to train alert publishers • Exercises text messaging and email to UPD staff only Computing and Information Services, Information Technology Solutions and Support

  12. Opportunities • Continued expansion of appropriate communication channels • Integrated Public Alert and Warning System (IPAWS) • Mobile “push” technology to smart phones • Legislative mandates Computing and Information Services, Information Technology Solutions and Support

  13. Integrated Public Alert and Warning System (IPAWS) • The next generation alerting system approved by the FCC and being implemented by carriers. NYC is currently on line. • A multicast system in which one message goes out to everyone that is on a cell site whether or not they subscribe to any service. • An authenticated message is submitted to FEMA using CAP-formatted data. This is expected to be instantaneous. • Advantages: • Sends message to everyone • Only requires one message avoiding network overload • Disadvantages: • Less granular – county wide coverage • Will require certification by FEMA to be able to send messages • Most existing cell phones don’t have multicast capability but FEMA expects a two year cycle will resolve it (average lifespan of cell phones) http://www.fema.gov/emergency/ipaws/ Computing and Information Services, Information Technology Solutions and Support

  14. Texas Legislative House Bill 2758 • Signed by Governor in June, 2011 • Affects “institutions of higher education” and “private or independent institutions of higher education” • Must establish an emergency alert system for students, staff, and faculty • At a minimum, must use email or telephone notifications • Provide timely notification of emergencies • Opt-out system (Code Maroon is currently opt-in) • Renewed at start of each academic year • PII maintained for this purpose is confidential • Implemented no later than Spring 2012 semester Computing and Information Services, Information Technology Solutions and Support

  15. Project Management / Collaboration • TAMU stakeholders - involvement critical to success of the system • Risk and Compliance • Law Enforcement • Environmental Health • First Responders in community • University Colleges and Departments • Information Technology Computing and Information Services, Information Technology Solutions and Support

  16. Project Management / Collaboration • Code Maroon web site • Information about the system and its communication channels (sms, email, etc.) • Registration of text devices • Confirmation code sent to device, entered at web site • Alert banner displayed during active alerts • Links to one official University web page that provides ongoing information about the situation • Provides RSS feed for active alerts • Redesign of web site underway Computing and Information Services, Information Technology Solutions and Support

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  20. Campus-wide Enrollment • Printed Materials: • 20,000 flyers in University newspaper • Advertisements on Texas A&M buses • Sandwich boards, posters, and flyers displayed around campus • Table tents in dining halls • Flyers sent through campus email lists • Postcards distributed at new-student and new-faculty orientations as well as in residence halls Computing and Information Services, Information Technology Solutions and Support

  21. Bus Posters Computing and Information Services, Information Technology Solutions and Support

  22. Poster Boards and Table Tents Computing and Information Services, Information Technology Solutions and Support

  23. Inserts in University newspaper Computing and Information Services, Information Technology Solutions and Support

  24. Campus-wide Enrollment (cont.) • Other campaign highlights: • Featured front-page article in University newspaper • Spotlights on University’s main web sites • Video on Texas A&M’s Facebook page • Jumbotronvideo before two home football games • Screen savers / monitor cards in computer labs and University Libraries • PSAs on flat screens located throughout the campus Computing and Information Services, Information Technology Solutions and Support

  25. Campus-wide Enrollment (cont.) • Began in July, 2009 • Goal One – Enroll at least 15,000students, faculty and staff by August 31, 2009 • Result:enrolled27,609 • Goal Two –Enroll at least 30,000students, faculty and staff by September 30, 2009 • Result: enrolled 32,684 Computing and Information Services, Information Technology Solutions and Support

  26. Miscellaneous • Scenario definition and maintenance • Operator Training • Customer Support • Data Management • Hardware and software maintenance, patches Computing and Information Services, Information Technology Solutions and Support

  27. Contact information Mr. Charley B. Clark Associate Vice President Texas A&M University 979-845-0977 cbc@tamu.edu Computing and Information Services, Information Technology Solutions and Support

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