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Virtual Emergency Operations Centers (VEOC)

Virtual Emergency Operations Centers (VEOC). Putting virtual communications to work. Jan Sysmans Director Business Continuity Solutions • March 18, 2008. Agenda. Disclosure and Credits Introduction VEOC Virtual Communications VEOC Software is more then virtual communications

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Virtual Emergency Operations Centers (VEOC)

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  1. Virtual Emergency Operations Centers (VEOC) Putting virtual communications to work Jan Sysmans Director Business Continuity Solutions • March 18, 2008

  2. Agenda • Disclosure and Credits • Introduction • VEOC • Virtual Communications • VEOC Software is more then virtual communications • The Big Questions • Overall Goal • Extra Bonus

  3. Disclosure

  4. Credit Where Credit Is Due • VEOC as an industry term has been defined by Regina Phelps, an internationally recognized expert in the field of emergency management and contingency planning. • Regina is the founder of Emergency Management & Safety Solutions.

  5. What is an Emergency Operation Center? A physical predetermined location designed to provide direction, exercise control and manage critical incidents. © Kansas City EOC -- www.kcmo.org/oem.nsf/web/eoc

  6. Why Do Companies/Agencies Need an EOC Consistency Source: Regina Phelps

  7. EOC Brings Together Planning & Coordination Of EOC Source: Regina Phelps

  8. EOC Is Cross Functional • Facilities and IT • Safety • Human Resources • Finance • Corporate Communications • Sales • Legal • …

  9. Some of your EOC members are remote The EOC is closed Your EOC members can’t get to the EOC Pandemic situation requiressocial distancing © NY Times What If….

  10. Virtual Emergency Operations Center Takes the EOC business process and moves it online

  11. The Good, Bad and Ugly of a VEOC

  12. Advantages of a VEOC • No waiting • Flexibility • Location, location, location • Redundancy • Cost effective • Efficient communication • Timely resource deployment • Safe in times of pandemic Source: Regina Phelps

  13. Disadvantages of a VEOC • Dependent on utilities • Dependent on technology • Requires a very well defined process • Virtual communication and collaboration is different than in-person • Ongoing training and familiarity with the VEOC tool is required Source: Regina Phelps

  14. Word of Caution on VEOC • A virtual EOC will not cure all ills. • If your EOC processes and procedures were not well thought-out or well developed in the “real world,” the road to a virtual world will be fraught with obstacles. • In other words, if the current EOC is a train-wreck, the virtual one will be a nightmare! Source: Regina Phelps

  15. EOC VEOC Best of Both Worlds

  16. Virtual (aka online) Communications

  17. Where To Start, What To Use?

  18. Synchronous Communications Audio conferencing Video conferencing Web conferencing Instant messaging Employee notification EOC team notification Asynchronous Communications Corporate communications Team rooms Document management systems Project management tools Executive dashboards Employee notification Different Components of Communications

  19. Virtual Communications -- What To Look For?

  20. Familiar and Used Daily • No learning curve • Part of business culture • Pervasive “Don’t give me a red or blue pen when I’m used to writing in a black pen” -- CIO Arlington County

  21. Access and Mobility • Available even when corporate infrastructure is not • Easy to deploy • Internet access, phone line and VPN

  22. Security, Reliability and Availability • Independent Security Certifications • WebTrust, SAS-70 Type II, ISO,… • End to End Encryption and Data Storage Policies • Reliability and Scalability • Availability and Global Reach

  23. Intuitive - minimal training. Centralized command and control. Messaging/communications function with tracking (notification system). Secure data sharing over the Internet and other networks (LAN, WAN). Event tracking and logging. EOC plan check-off lists – automated checklists for all team positions. Document response actions. Resource management (with full database functionality). Store multiple contact lists (employees, team members, critical vendors, key stakeholders). Accessible via Internet, Intranet/VPN, wireless. Able to restrict member participation as necessary. Access to plans, maps, photographs. Linking capability to access Internet sources for weather and event intelligence. Hand-held compatibility. Fully configurable and scalable (can grow and change with you). Compatible with existing infrastructure, databases, software, and e-mail. Status boards (static general board and team boards). Able to accommodate Executive briefings. VEOC Software; Its Not Only Communications18 Ideal Features Source: Regina Phelps

  24. VEOC Is Only A Part Of The BC Puzzle

  25. The Big Questions • Build or Buy • Patchwork of standalone applications or Integrated solution • On-premise or On-demand • Custom application or Common application

  26. Overall Goal Has To Be To… …Transform Business Disruptions into Business-as-Usual™

  27. Extra Bonus

  28. Thank You Jan SysmansDirector Business Continuity Solutions Tel.: +1.408.566.7858 jan.sysmans@webex.com www.webex.com/bcp

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