Everbridge: How to Plan for a Disaster


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Disaster exercises can put your emergency preparedness and response plan to the test … but what does it take to plan an effective drill? How do you gauge the effectiveness of your plan after the test? What kind of scenario will help you sharpen your procedures? Find out lessons learned from the US District Court, Central District of California, which recently conducted a full-scale disaster exercise that was a year in the making.

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Everbridge: How to Plan for a Disaster

  1. 1. How to Plan for a Disaster: Drill, Baby, Drill Theresa Doty Chief D Chi f Deputy of Operations t fO ti United States District Court – Central District of California
  2. 2. About Everbridge • Leader in incident notification systems • Fast-growing global company with more than 1,000 clients in more 1 000 than 100 countries • Serve the Global 2000, federal government organizations healthcare organizations, systems, state and local government, military, financial services firms, and universities • 100% focused on incident notification solutions that merge technology and expertise 2
  3. 3. Agenda Part 1: Presentation • How to plan the exercise • What role message mapping should play in your drill • Why feedback is important • How to evaluate what worked and what didn’t didn t Part 2: Q&A 3
  4. 4. Note: Q&A slides are currently available to everyone on blog.everbridge.com Use the Q&A function to submit your questions. questions 4
  5. 5. Who we are • The Central District of California serves 18 million citizens in a 7 county region and is the largest Federal Court in the nation with over 500 clerks office and chambers personnel. • While we are non-first responders, we are part of the National Essential Functions (NEFs) to ensure the continuity of constitutional government. • We have 4 geographically dispersed sites: Two in g g p y p Downtown LA, one in Santa Ana and one in Riverside.
  6. 6. Our geographic locations
  7. 7. Where do we fit? FEDERAL GOVERNMENT
  8. 8. What is COOP for the Federal Courts? Meeting our obligations for National Essential Functions: • Ensuring continuity of the Constitution. • Providing leadership visible to the public. • Defending the Constitution. • O p Our primary mission essential function is to provide first y p appearances within 48 hours of arrest for all new detainees. • Our goal is to be able to perform this function within 12 hours of the onset of a COOP.
  9. 9. Risk assessment Fires are common during the summer due to extreme heat. Mudslides typically caused by rain in areas that were previously burned by the fires listed above. Transportation gridlocks which could affect the transportation of employees into and from the office. Earthquakes which in part or whole, disables our q p facilities and the transportation routes to our facilities. Terrorist actions at one or more sites. Pandemics
  10. 10. How we use Everbridge Aware / QuickLaunch / SmartGIS • Notify court staff, other government agencies, and the public about our response to emergencies (or other important announcements). • Use quota notifications to fill special needs positions identified in tt ib t id tifi d i attributes. • Track responses and geo-map targeted recipients. • Implemented orders of succession to ensure continuity of leadership and conference in leaders for quick decision making. • Provide limited access (QuickLaunch) to the USM for notifying judges of incidents or other important routine announcements
  11. 11. Data structure
  12. 12. Message delivery structure US Other Government  Marshals Agencies AUSA CSO US DFPD District GSA MDC Court Nurse Pretrial Services Judges District and Magistrate (CAC) Probation Bankruptcy Court Judges USM Circuit Court of Appeals USBK Media & Community District Court Staff Di t i t C t St ff Press Executives Radio Decision Team TV Communications Team Superior Courts Central Command Team Relocation Team Emergency Operations Group Tier 1 CA Bar Associations CA Bar Associations Emergency Operations Group Tier 2 Counties of: LA, Orange, Riverside,  Staff Other Courts Emergency Organizations Santa Barbara, Ventura, San Bernardino  9th Circuit and San Luis Obispo LAPD, LAFD, FEMA,  AZ District DOT –LA, DWP – LA,  NV District Office of the Mayor,  Office of the Mayor CA Eastern, Northern  and others
  13. 13. Why Everbridge? Provides a robust notification system which activates the COOP and ties into the other elements of COOP Conference call – Decision Team activates COOP Scalability – To include other agencies and groups Customization – USM notify judges of incidents by building Lines of succession – Operations, relocation teams
  14. 14. Why Everbridge? Provides a robust notification system which activates the COOP and ties into the other elements of COOP Repeat broadcasts – Using time intervals as needed Groups/attributes – Allow for quotas and geo mapping Response reporting – For locating essential staff Attachments – Maps, instructions and access codes SmartGIS – Geographically targeting receipients
  15. 15. Why such a sophisticated system for non-first non first responders? • P bli and staff safety Public d t ff f t • Responsible leadership • Facilitates accomplishing our mission • Management tool
  16. 16. Preliminary testing Intensive internal test in using the following methods: Emergency and standard notification Quota notification Conference call Polling
  17. 17. How we promoted COOP awareness
  18. 18. Training • 5 days of staff training in all 3 divisions in preparation f Di ti for Disaster D t Days (NLE) • Monthly training meetings for Essential Functions Team • Other agencies briefed Interagencies COOP Policy Committee Management Group
  19. 19. National level exercise Notifications: Conference call with Decision Team to activate COOP Notified COOP Team, All CACD judges and other agencies Team Notified all CACD staff Quota notifications skillset specific
  20. 20. National level exercise • Staff involvement in exercise: • Contact the CACD Employee Emergency Line • Contact the Out of State Emergency Line (ARMA) • Update InfoWeb and check emergency backup • Visit COOP Website and email the COOP team • Briefing notes by various key teams
  21. 21. Notification schedule
  22. 22. NLE briefing notes
  23. 23. NLE in action 1 2 1. Communication Team launches the exercise 2. Chief Deputy Doty joins conference
  24. 24. NLE in action 2 1 1. 1 Relocation T R l ti Team activated th ti t d through ENS h gathers to discuss strategy 2. Emergency Operations Team deployed through ENS reviews scenario g 3. Divisions are video-conferenced in 3
  25. 25. NLE in action 1 2 1. Staff respond to ENS quota call and check-in for duty 2. Communication team celebrates a successful conclusion of exercise
  26. 26. Emergency preparedness website Secured login User roles Document storage Redundancy COOP.CACD.USCOURTS.GOV
  27. 27. Analyzing the data
  28. 28. Incident Notification Marc Ladin VP of Marketing, Everbridge 29
  29. 29. Incident notification solutions address common communication challenges • Communicate quickly, easily, and • Reduce miscommunications and efficiently with large numbers of control rumors with accurate accurate, people in minutes, not hours, making consistent messages (3P = 1N) sure that information about your disaster exercise is conveyed • Free key personnel to perform critical tasks by automating • Use all contact paths especially manual, time-intensive, when sending crucial in-exercise error-prone processes communication • Satisfy regulatory requirements • Ensure two-way communications with extensive and complete to know what parts of your exercise reporting of delivery attempts and are working and which parts need two-way acknowledgements from your attention recipients 30
  30. 30. Key evaluation criteria for an incident notification system • Experience and expertise • Ease of use • Ability to reach all contact paths, including voice email native SMS voice, email, (over SMPP and SMTP), IM, and more • Ease of integration 31
  31. 31. Note: slides are currently Q&A available to everyone on blog.everbridge.com Use the Q&A function to submit your questions. questions 32
  32. 32. Missed anything? Never fear, the recording and slides from , g today’s webinar are just a click away. blog.everbridge.com blog everbridge com Reminder Everbridge Insights webinars qualify for Continuing Education Activity Points (CEAPs) for DRI certifications. Visit www.drii.org to register your credit. i di Item Number (Schedule II): 26.1 Activity Group: A 1 Point for each webinar 33
  33. 33. Communication resources Contact information White papers, literature, case studies everbridge.com/resources Theresa Doty Upcoming webinars Chief Deputy of Operations everbridge.com/webinars theresa_doty@cacd.uscourts.gov 1 213 894 5160 1-213-894-5160 Marc Ladin marc.ladin@everbridge.com l di @ b id 1-818-230-9700 blog.everbridge.com twitter.com/everbridge facebook.com/everbridgeinc f b k / b id i 34