Slide 1

When Every Word Counts

Implementing anIntegrated Emergency Notification System(IEN)TASSCC 2011 Annual ConferenceSan Antonio, TexasAugust 9, 20111Computing and Information Services, Information Technology Solutions and Support1BackgroundSeptember 2007 Project initiatedPre-existing system was being usedBoth cloud-based and campus-based solutionRequired multiple processes to activate entire systemNeeds analysis and RFP processVendor selected

February-March 2009Hardware and software installedOperator and system administration trainingInitial testing and data migration2Computing and Information Services, Information Technology Solutions and SupportAugust 9, 201123Background (cont.)April August 2009Code Maroon web siteRegistration of text devicesCampus-wide enrollment campaign

September 2009 New system onlineParallel to existing alerting system for one monthInitial campus-wide drillComputing and Information Services, Information Technology Solutions and SupportAugust 9, 20113BenefitsExpanded ChannelsText MessageEmailClient application (Desktop Pop up)RSS/TwitterEmergency Alert System (EAS)Radio and cable television via KAMUVoIP LoudspeakerBetter control of the systemCapability of adding additional channelsOne-button ease of use

4August 9, 2011Computing and Information Services, Information Technology Solutions and Support45Integrated Solution

Computing and Information Services, Information Technology Solutions and SupportAugust 9, 201156Investment in Hardware, Software, and SupportComputing and Information Services, Information Technology Solutions and SupportAugust 9, 2011High Availability and FailoverPrimary and Backup systems geographically separateMirrored databasesAdditional alerting capability outside College Station geographic areaPrimary and backup operators across departments trained to publish alerts regardless of location on or off campusBusiness Continuity Plan - define and manage alternative alerting and recovery procedures when failures occur with hardware, software, or supporting environment

67Communication ChannelsComputing and Information Services, Information Technology Solutions and SupportAugust 9, 2011Text MessageEmail - Campus email systemEAS - FM radio and cable TV**Classroom speaker (VoIP)Desktop popup clientRSS - CM web site**, Howdy web siteTwitter **

** Channel available to general public

78Classroom SpeakersComputing and Information Services, Information Technology Solutions and SupportAugust 9, 2011Most recent communication channelVoIP loudspeakers installed in classrooms across the campusProvides alerting capability where other communication channels are likely to be unavailable (phones turned off, no radio/tv)Alert message is converted from text to voiceAlso available to departments and agencies on campus

89Computing and Information Services, Information Technology Solutions and SupportAugust 9, 2011

910Performance MeasuresComputing and Information Services, Information Technology Solutions and SupportAugust 9, 2011Performance Measure for each channelApproved by stakeholdersMeasuresSMS to carriers within 7 minutesEmail to mailboxes within 30 minutesEAS broadcast within 2 minutesRSS, Twitter to channel within 1 minuteDesktop Client to client computers within 3 minutesClassroom Speakers broadcast within 2 minutes1011Regular Drills and TestingComputing and Information Services, Information Technology Solutions and SupportAugust 9, 2011Campus-wide Drills monthly exercise of all communication channels to university population on a weekdaySilent drillsDaily to exercise text messaging, email, Twitter, and desktop popups to IEN engineers onlyScheduled to exercise the EAS components or specific classroom speakersDispatcher drillsAs needed by UPD to train alert publishersExercises text messaging and email to UPD staff only1112OpportunitiesComputing and Information Services, Information Technology Solutions and SupportAugust 9, 2011Continued expansion of appropriate communication channels

Integrated Public Alert and Warning System (IPAWS)

Mobile push technology to smart phones

Legislative mandates1213Integrated Public Alert and Warning System (IPAWS)Computing and Information Services, Information Technology Solutions and SupportAugust 9, 2011The 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 everyoneOnly requires one message avoiding network overloadDisadvantages:Less granular county wide coverageWill require certification by FEMA to be able to send messagesMost existing cell phones dont have multicast capability but FEMA expects a two year cycle will resolve it (average lifespan of cell phones)http://www.fema.gov/emergency/ipaws/

1314Texas Legislative House Bill 2758Computing and Information Services, Information Technology Solutions and SupportAugust 9, 2011Signed by Governor in June, 2011Affects institutions of higher education and private or independent institutions of higher educationMust establish an emergency alert system for students, staff, and facultyAt a minimum, must use email or telephone notificationsProvide timely notification of emergenciesOpt-out system (Code Maroon is currently opt-in)Renewed at start of each academic yearPII maintained for this purpose is confidentialImplemented no later than Spring 2012 semester1415Project Management / CollaborationTAMU stakeholders - involvement critical to success of the systemRisk and ComplianceLaw EnforcementEnvironmental HealthFirst Responders in communityUniversity Colleges and DepartmentsInformation Technology

Computing and Information Services, Information Technology Solutions and SupportAugust 9, 20111516Project Management / CollaborationComputing and Information Services, Information Technology Solutions and SupportAugust 9, 2011Code Maroon web siteInformation about the system and its communication channels (sms, email, etc.)Registration of text devicesConfirmation code sent to device, entered at web siteAlert banner displayed during active alertsLinks to one official University web page that provides ongoing information about the situationProvides RSS feed for active alertsRedesign of web site underway1617Computing and Information Services, Information Technology Solutions and SupportAugust 9, 2011

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August 9, 20111819Computing and Information Services, Information Technology Solutions and SupportAugust 9, 2011

1920Computing and Information Services, Information Technology Solutions and SupportAugust 9, 2011

20Campus-wide EnrollmentPrinted Materials:20,000 flyers in University newspaperAdvertisements on Texas A&M busesSandwich boards, posters, and flyers displayed around campusTable tents in dining hallsFlyers sent through campus email listsPostcards distributed at new-student and new-faculty orientations as well as in residence halls

Computing and Information Services, Information Technology Solutions and SupportAugust 9, 20112121Computing and Information Services, Information Technology Solutions and SupportAugust 9, 201122

Bus Posters22Computing and Information Services, Information Technology Solutions and SupportAugust 9, 201123Poster Boards and Table Tents

23Inserts in University newspaperComputing and Information Services, Information Technology Solutions and SupportAugust 9, 201124

24Campus-wide Enrollment (cont.)Other campaign highlights:Featured front-page article in University newspaperSpotlights on Universitys main web sitesVideo on Texas A&Ms Facebook pageJumbotron video before two home football gamesScreen savers / monitor cards in computer labs and University LibrariesPSAs on flat screens located throughout the campusComputing and Information Services, Information Technology Solutions and SupportAugust 9, 2011252526Campus-wide Enrollment (cont.)Began in July, 2009

Goal One Enroll at least 15,000 students, faculty and staff by August 31, 2009Result: enrolled 27,609

Goal Two Enroll at least 30,000 students, faculty and staff by September 30, 2009Result: enrolled 32,684Computing and Information Services, Information Technology Solutions and SupportAugust 9, 20112627MiscellaneousComputing and Information Services, Information Technology Solutions and SupportAugust 9, 2011Scenario definition and maintenance

Operator Training

Customer Support

Data Management

Hardware and software maintenance, patches

2728Contact informationComputing and Information Services, Information Technology Solutions and SupportAugust 9, 2011Mr. Charley B. Clark

Associate Vice PresidentTexas A&M University

979-845-0977

cbc@tamu.edu

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