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The COG “Cookbook” CourseThe COG “Cookbook” CourseLesson 4 - Run Lesson 4 - Run Large RolloutsLarge Rollouts

The COG “Cookbook” CourseThe COG “Cookbook” CourseLesson 4 - Run Lesson 4 - Run Large RolloutsLarge Rollouts

Planning Considerations for State and Planning Considerations for State and Regional DMIS AdoptionRegional DMIS Adoption

Planning Considerations for State and Planning Considerations for State and Regional DMIS AdoptionRegional DMIS Adoption

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Large-scale Rollout RecipeLarge-scale Rollout RecipeLarge-scale Rollout RecipeLarge-scale Rollout Recipe

Establish “OPEN-ready tools” policyEstablish “OPEN-ready tools” policy Inform responders of capabilities and policy Inform responders of capabilities and policy Choose “starting place(s)”Choose “starting place(s)” Establish COG structure and SOPsEstablish COG structure and SOPs Train trainersTrain trainers Employ trainers to expand outward from Employ trainers to expand outward from

“starting places”“starting places” Exercise, evaluate, adjust, refine SOPsExercise, evaluate, adjust, refine SOPs

Establish “OPEN-ready tools” policyEstablish “OPEN-ready tools” policy Inform responders of capabilities and policy Inform responders of capabilities and policy Choose “starting place(s)”Choose “starting place(s)” Establish COG structure and SOPsEstablish COG structure and SOPs Train trainersTrain trainers Employ trainers to expand outward from Employ trainers to expand outward from

“starting places”“starting places” Exercise, evaluate, adjust, refine SOPsExercise, evaluate, adjust, refine SOPs

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Step 1: Establish “DMIS-ready Step 1: Establish “DMIS-ready tools” Policytools” Policy

Step 1: Establish “DMIS-ready Step 1: Establish “DMIS-ready tools” Policytools” Policy

Top-down decree based on bottom-up needs and Top-down decree based on bottom-up needs and buy-inbuy-in ““The Department of Homeland Security Open Platform for The Department of Homeland Security Open Platform for

Emergency Networks (OPEN) is the <organization name> Emergency Networks (OPEN) is the <organization name> standard for automated incident management system (IMS) standard for automated incident management system (IMS) interoperability.”interoperability.”

““Elements of <organization name> are free to acquire any Elements of <organization name> are free to acquire any IMS as long as it is OPEN-ready.”IMS as long as it is OPEN-ready.”

““DMIS Tools are acceptable if they satisfy local needs.”DMIS Tools are acceptable if they satisfy local needs.” Accommodates:Accommodates:

Freedom of choiceFreedom of choice EconomyEconomy Information sharing / interoperability on large scale Information sharing / interoperability on large scale

Top-down decree based on bottom-up needs and Top-down decree based on bottom-up needs and buy-inbuy-in ““The Department of Homeland Security Open Platform for The Department of Homeland Security Open Platform for

Emergency Networks (OPEN) is the <organization name> Emergency Networks (OPEN) is the <organization name> standard for automated incident management system (IMS) standard for automated incident management system (IMS) interoperability.”interoperability.”

““Elements of <organization name> are free to acquire any Elements of <organization name> are free to acquire any IMS as long as it is OPEN-ready.”IMS as long as it is OPEN-ready.”

““DMIS Tools are acceptable if they satisfy local needs.”DMIS Tools are acceptable if they satisfy local needs.” Accommodates:Accommodates:

Freedom of choiceFreedom of choice EconomyEconomy Information sharing / interoperability on large scale Information sharing / interoperability on large scale

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Step 2: Inform Responders of Step 2: Inform Responders of DMIS Capabilities and Policy DMIS Capabilities and Policy Step 2: Inform Responders of Step 2: Inform Responders of DMIS Capabilities and Policy DMIS Capabilities and Policy

Showcase eventShowcase event

Policy documentPolicy document

ConferencesConferences

““Town Meetings”Town Meetings”

Showcase eventShowcase event

Policy documentPolicy document

ConferencesConferences

““Town Meetings”Town Meetings”

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Step 3: Choose “Starting Step 3: Choose “Starting Place(s)”Place(s)”

Step 3: Choose “Starting Step 3: Choose “Starting Place(s)”Place(s)”

Basic principle: grow outward from Basic principle: grow outward from centers of excellencecenters of excellence

Considerations:Considerations: Higher threats to critical infrastructureHigher threats to critical infrastructure Training focusTraining focus HardwareHardware EnthusiasmEnthusiasm ““Politics”Politics”

Basic principle: grow outward from Basic principle: grow outward from centers of excellencecenters of excellence

Considerations:Considerations: Higher threats to critical infrastructureHigher threats to critical infrastructure Training focusTraining focus HardwareHardware EnthusiasmEnthusiasm ““Politics”Politics”

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Step 4: Establish COG Step 4: Establish COG Structure and SOPsStructure and SOPs

Step 4: Establish COG Step 4: Establish COG Structure and SOPsStructure and SOPs

Work with early adopters and centers of Work with early adopters and centers of excellenceexcellence

Hold “shakedown cruise”Hold “shakedown cruise” Objectives:Objectives:

Identify COG structureIdentify COG structure Define SOPsDefine SOPs

Activities:Activities: Consider various COG structure and policy modelsConsider various COG structure and policy models Test candidate models within operational scenariosTest candidate models within operational scenarios Choose oneChoose one

Work with early adopters and centers of Work with early adopters and centers of excellenceexcellence

Hold “shakedown cruise”Hold “shakedown cruise” Objectives:Objectives:

Identify COG structureIdentify COG structure Define SOPsDefine SOPs

Activities:Activities: Consider various COG structure and policy modelsConsider various COG structure and policy models Test candidate models within operational scenariosTest candidate models within operational scenarios Choose oneChoose one

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DMIS COG Structure/Procedure Model 1DMIS COG Structure/Procedure Model 1“Bottom Up Collaboration by Posting”“Bottom Up Collaboration by Posting”

DMIS COG Structure/Procedure Model 1DMIS COG Structure/Procedure Model 1“Bottom Up Collaboration by Posting”“Bottom Up Collaboration by Posting”

1. COG structure matches government organization hierarchy

2. Membership in each COG limited to individuals in each organization

3. Each higher organization makes new summary incident record

4. Generally multiple DMIS Messenger sessions

PostPost Post Post PostPost Post Post

Post Post PostCreate summary

Create summary

Create summary

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DMIS COG Structure/Procedure Model 1DMIS COG Structure/Procedure Model 1“Bottom Up Collaboration by Posting”“Bottom Up Collaboration by Posting”

DMIS COG Structure/Procedure Model 1DMIS COG Structure/Procedure Model 1“Bottom Up Collaboration by Posting”“Bottom Up Collaboration by Posting”

ProsPros ““Default” or “natural” DMIS work flow based on Default” or “natural” DMIS work flow based on

“all disasters are local” principle“all disasters are local” principle Very little need to develop SOPs governing all Very little need to develop SOPs governing all

COGsCOGs Works with limited trainingWorks with limited training

ConsCons Numerous postings can be overwhelmingNumerous postings can be overwhelming Creating summary incident records is time-Creating summary incident records is time-

demandingdemanding Numerous Messenger sessions can be Numerous Messenger sessions can be

overwhelming and cause confusionoverwhelming and cause confusion ““Fragments” specific needs requestsFragments” specific needs requests

ProsPros ““Default” or “natural” DMIS work flow based on Default” or “natural” DMIS work flow based on

“all disasters are local” principle“all disasters are local” principle Very little need to develop SOPs governing all Very little need to develop SOPs governing all

COGsCOGs Works with limited trainingWorks with limited training

ConsCons Numerous postings can be overwhelmingNumerous postings can be overwhelming Creating summary incident records is time-Creating summary incident records is time-

demandingdemanding Numerous Messenger sessions can be Numerous Messenger sessions can be

overwhelming and cause confusionoverwhelming and cause confusion ““Fragments” specific needs requestsFragments” specific needs requests

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Multiple COG ConsiderationsMultiple COG ConsiderationsKey Lesson LearnedKey Lesson Learned

Multiple COG ConsiderationsMultiple COG ConsiderationsKey Lesson LearnedKey Lesson Learned

During a large-scale incident, collaboration is During a large-scale incident, collaboration is better when there are fewer incident records better when there are fewer incident records being generated and postedbeing generated and posted

During a large-scale incident, collaboration is During a large-scale incident, collaboration is better when there are fewer incident records better when there are fewer incident records being generated and postedbeing generated and posted

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DMIS COG Structure/Procedure Model 2DMIS COG Structure/Procedure Model 2“All at the Same Table”“All at the Same Table”

DMIS COG Structure/Procedure Model 2DMIS COG Structure/Procedure Model 2“All at the Same Table”“All at the Same Table”

1. COG structure matches government organization hierarchy

2. Membership in each COG includes generic accounts for all potential collaborators

3. “Master” incident record created at government level appropriate for incident magnitude

4. Generally one or few DMIS Messenger sessions

Create incident record

Liaisons / agency representatives log in to COG managing overall incident

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DMIS COG Structure/Procedure Model 2DMIS COG Structure/Procedure Model 2“All at the Same Table”“All at the Same Table”

DMIS COG Structure/Procedure Model 2DMIS COG Structure/Procedure Model 2“All at the Same Table”“All at the Same Table”

ProsPros Vastly improved collaboration and Vastly improved collaboration and

coordination during “the big ones”coordination during “the big ones” Less “fog of response” confusionLess “fog of response” confusion

ConsCons SOPs for all COGs need to be developedSOPs for all COGs need to be developed More training for all COGs neededMore training for all COGs needed

ProsPros Vastly improved collaboration and Vastly improved collaboration and

coordination during “the big ones”coordination during “the big ones” Less “fog of response” confusionLess “fog of response” confusion

ConsCons SOPs for all COGs need to be developedSOPs for all COGs need to be developed More training for all COGs neededMore training for all COGs needed

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Step 4 Continued: Develop Step 4 Continued: Develop SOP’sSOP’s

Step 4 Continued: Develop Step 4 Continued: Develop SOP’sSOP’s

Some SOP considerations if going for “same table” Some SOP considerations if going for “same table” model:model: Who needs to collaborate with whom?Who needs to collaborate with whom? Can COG structure match government hierarchy structure?Can COG structure match government hierarchy structure? Who are the “liaisons” or “agency representatives” in each Who are the “liaisons” or “agency representatives” in each

organization?organization? Who decides which COG will host THE TABLE at the start of Who decides which COG will host THE TABLE at the start of

an incident?an incident? Who enters information on which TIE forms after the Who enters information on which TIE forms after the

“cutover” to a higher COG?“cutover” to a higher COG? How, exactly, will information from local jurisdictions be How, exactly, will information from local jurisdictions be

passed to the organization working the “master” incident passed to the organization working the “master” incident record?record?

If others are using DMIS-ready tools, how will messaging to If others are using DMIS-ready tools, how will messaging to them be accomplished?them be accomplished?

Some SOP considerations if going for “same table” Some SOP considerations if going for “same table” model:model: Who needs to collaborate with whom?Who needs to collaborate with whom? Can COG structure match government hierarchy structure?Can COG structure match government hierarchy structure? Who are the “liaisons” or “agency representatives” in each Who are the “liaisons” or “agency representatives” in each

organization?organization? Who decides which COG will host THE TABLE at the start of Who decides which COG will host THE TABLE at the start of

an incident?an incident? Who enters information on which TIE forms after the Who enters information on which TIE forms after the

“cutover” to a higher COG?“cutover” to a higher COG? How, exactly, will information from local jurisdictions be How, exactly, will information from local jurisdictions be

passed to the organization working the “master” incident passed to the organization working the “master” incident record?record?

If others are using DMIS-ready tools, how will messaging to If others are using DMIS-ready tools, how will messaging to them be accomplished?them be accomplished?

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Step 5: Train TrainersStep 5: Train TrainersStep 5: Train TrainersStep 5: Train Trainers

Request DMIS Request DMIS Responder Liaison Responder Liaison Team to train initial Team to train initial trainers trainers

Add your SOPs to DMIS Add your SOPs to DMIS training materialstraining materials

Select initial trainersSelect initial trainers Put trainers to work Put trainers to work

quicklyquickly Embed training with Embed training with

exercises soon after exercises soon after trainingtraining

Request DMIS Request DMIS Responder Liaison Responder Liaison Team to train initial Team to train initial trainers trainers

Add your SOPs to DMIS Add your SOPs to DMIS training materialstraining materials

Select initial trainersSelect initial trainers Put trainers to work Put trainers to work

quicklyquickly Embed training with Embed training with

exercises soon after exercises soon after trainingtraining

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Step 6: Employ Trainers to Expand Step 6: Employ Trainers to Expand Outward from “Starting Places”Outward from “Starting Places”

Step 6: Employ Trainers to Expand Step 6: Employ Trainers to Expand Outward from “Starting Places”Outward from “Starting Places”

Trainers train more Trainers train more trainers (DMIS team trainers (DMIS team assists if desired)assists if desired)

Select trainers from Select trainers from jurisdictions jurisdictions adjacent to “starting adjacent to “starting places”places”

Encourage inter-Encourage inter-jurisdiction jurisdiction exercisesexercises

Trainers train more Trainers train more trainers (DMIS team trainers (DMIS team assists if desired)assists if desired)

Select trainers from Select trainers from jurisdictions jurisdictions adjacent to “starting adjacent to “starting places”places”

Encourage inter-Encourage inter-jurisdiction jurisdiction exercisesexercises

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Step 7: Exercise, Evaluate, Adjust, Step 7: Exercise, Evaluate, Adjust, Refine SOPsRefine SOPs

Step 7: Exercise, Evaluate, Adjust, Step 7: Exercise, Evaluate, Adjust, Refine SOPsRefine SOPs

Conduct table top and Conduct table top and command post exercisescommand post exercises

Collect lessons learnedCollect lessons learned Evaluate themEvaluate them Adjust COG structure / Adjust COG structure /

membership if necessarymembership if necessary Refine SOPsRefine SOPs Test again with more Test again with more

exercisesexercises

Conduct table top and Conduct table top and command post exercisescommand post exercises

Collect lessons learnedCollect lessons learned Evaluate themEvaluate them Adjust COG structure / Adjust COG structure /

membership if necessarymembership if necessary Refine SOPsRefine SOPs Test again with more Test again with more

exercisesexercises

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Exercises “bake the cake”Exercises “bake the cake”Exercises “bake the cake”Exercises “bake the cake”

Exercises

• Policies• Procedures• Training

You can put all the ingredients from this recipe in a bowl . . .

. . . but you can’t eat the cake until you bake it!

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End of the COG Cookbook Course End of the COG Cookbook Course Lesson 4 – Large RolloutsLesson 4 – Large Rollouts

End of the COG Cookbook Course End of the COG Cookbook Course Lesson 4 – Large RolloutsLesson 4 – Large Rollouts