Training for Certified Users Instructor Guide
Contents
1. CAPCOG Emergency Notification System ENS ACTION DISPLAY Slide 2 Overview CAPCOG Emergency Notification System Overview Overview In 2004 CAPCOG used homeland security grant funds to purchase a regional Emergency Notification System ENS for the 10 county area Bastrop Blanco Burnet Caldwell Fayette Hays Lee Llano Travis and Williamson This type of system uses a reverse dialing telephone method to notify communities or public safety forces of critical emergency information in situations where property or human life is in danger DISCUSS ENS is a web based program to enhance emergency communications with agency personnel and the public designed for use throughout the CAPCOG region ENS allows for 69 simultaneous calls a typical activation could contact 2 070 people in 30 minutes ENS also has the ability to contact individuals through voice email pagers simultaneously DISPLAY Slides 3 amp 4 Overview continued Our regional ENS has two applications IG 4 May 2010 Instructor Guide CAPCOG Emergency Notification System ENS ACTION CAPCOG Emergency Notification System Overview ENS consists of two web based applications including Communicator NXT and GeoCast Web s Communicator NXT Communicator NXT A database driven application that allows users to automatically notify staff officials or other set groups through phone including cell phone e mail and alpha numeric paging2. DISCUSS May 2010 COURSE STRUCTURE Objective 1 Overview of ENS Provide general description of the purpose history function and benefits of ENS Objective 2 Policies and Procedures Use of the ENS requires formal agreement by all parties to abide by set policies Here we will discuss appropriate use of ENS activation of the system and protections for the 9 1 1 database Objectives 3 amp 4 Overview of the two components of the CAPCOG ENS Communicator NXT and GeoCast Web gt Communicator NXT This section will cover the basics of Communicator NXT for notifying specific groups of people maintained in the database Focus on general usage of Communicator NXT Instructors will incorporate demonstration with the lecture but students will also be provided some time to participate in a hands on instructor guided demonstration of building editing and activating Communicator GeoCast Web This section will cover the basics of GeoCast web based system for notifying a geographically targeted area Focus on general usage of GeoCast Web Instructors will incorporate demonstration with the lecture but students will also be provided some time to participate in a hands on instructor guided demonstration of building editing and activating GeoCast Questions Comments Time is available at the end of class to address any outstanding questions or concerns in the audience IG 3 Instructor Guide
3. us pays an annual fee in order to pay for the telephone lines associated with ENS DISPLAY Slide 18 Summary on ENS Policies CAPCOG Emergency Notification System Policies amp Procedures Summary IG 14 May 2010 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISCUSS Instructor should walk through a process of review and summary such as Here are the highpoints of what we have learned so far e What is the difference between GeoCast Web and Communicator NXT GeoCast Web uses the 9 1 1 database and cellular phone registry information to notify the public Users create contacts in Communicator NXT for notification e ENS can be used when To notify public safety personnel or the public of an emergency or hazardous situation with the exception to testing of the system or using during training and exercises e Who are Authorizing Individuals your local elected official EMC city manager police or fire chief or person designated by them e What are some of the responsibilities of Certified Users Get training use proper naming conventions protect the confidentiality of the 9 1 1 database and sign the Nondisclosure Agreement complete the paperwork for any activation test or problem with the system e What are some of the responsibilities of our jurisdiction Designate a POC maintain a current roster of Authorizing Individuals and Users limit the use of user names and passwords test the
4. 1 Responsibilities of the Jurisdiction CAPCOG Emergency Notification System Policies amp Procedures What are the Jurisdiction s responsibilities Designate a single point of contact for CAPCOG Maintain an up to date roster of all Authorizing Individuals Maintain an up to date roster of all Certified Users Protect and limit the use of the assigned user name and password Ensure that Certified Users are available or on call during each shift and complete annual training Test the system DISCUSS The jurisdiction has specific responsibilities to the region for using the system In addition no jurisdiction modifies removes or adds to another jurisdiction s information in ENS IG 10 May 2010 ACTION LS DISPLAY DISCUSS DISPLAY May 2010 Instructor Guide CAPCOG Emergency Notification System ENS Slide 12 Responsibilities of the Authorizing Individual CAPCOG Emergency Notification System Policies amp Procedures What are the Authorizing Individuals responsibilities Ensure that access to and activation of the ENS is limited to Certified Users Protect and limit the use of the assigned user names and passwords Protect the confidentiality of addressing databases and of information furnished by 9 1 1 database providers Authorizing Individuals are key to protecting and securing the ENS system The folks who are Authorizing Individuals for our city county district are list here these are
5. COG ENS as determined by policies procedures and the law and to teach all potential users how to use the system effectively Potential ENS users are dispatcher supervisors dispatchers or emergency management personnel other users may include anyone who may need to input or access public warning systems during an emergency as deemed by city or county officials or public safety officials in a CAPCOG jurisdiction Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY Slide 1 Introduction CAPCOG Emergency Notification System Training for Certified Users Overview of ENS Policies amp Procedures Communicator NXT GeoCastWeb _ Capital Area INTRODUCE Introduce yourself and topic Inform students of any additional requirements rules location of restrooms approximate length of the course breaks etc Have students introduce themselves the nature of their expertise and what they expect to gain from this course Motivate students to learn Tie motivation in with lesson Encourage active participation REFER Refer students to the CAPCOG PowerPoint handout that allows for note taking EXPLAIN 1 Breaks will be provided approximately every hour 2 First part of the course will include PowerPoint Majority of the lesson is online demonstration and will require active participation by the students IG 2 May 2010 Instructor Guide CAPCOG Emergency Notification System ENS ACTION
6. Capital Area Council of Governments CAPCOG Emergency Notification System Training for Certified Users Instructor Guide May 2010 This training course was developed by the Capital Area Council of Governments CAPCOG to support continuous training on the appropriate use of the Emergency Notification System ENS Comments concerning this course should be addressed to CAPCOG Homeland Security Division 6800 Burleson Road Bldg 310 Suite 165 Austin TX 78744 or 512 916 6035 or eschaefer capcog org Instructor Guide CAPCOG Emergency Notification System ENS ACTION May 2010 TITLE Emergency Notification System ENS Training for Certified Users Instructor Guide ESTIMATED COMPLETION TIME Five Hours PREREQUISITE INSTRUCTIONAL MATERIAL Review to be certain that you have the following 1 Sign in sheet Computers with Internet Explorer for instructor and students Internet access 2 3 4 PowerPoint Setup 5 ENS Handouts hardcopy of PowerPoint presentation PPT CAPCOG ENS Policies and Procedures FAQs document GeoCast quick reference guide Communicator N XT quick reference guide ENS Nondisclosure Agreement 6 ENS user manual 7 ENS login credentials PREREQUISITES Basic Telecommunications Course 911 Basic Preferred ENS Certified Users training Required TARGET AUDIENCES This course is intended to ground users and authorizing individuals in appropriate use of CAP
7. Examples include boil water notices shelter in place advisories and evacuations Communicator NXT is not as restrictive since it does not use the 9 1 1 database It can be used for notify contacts for emergency events such as inclement weather that affects staffing and activation of emergency response teams Remember ENS can ONLY be used to notify personnel or the public of an emergency or hazardous situation ENS cannot be used for board meetings upcoming elections trainings or other informational messages intended to advise the public of a potential hazard but not requiring action on the part of the person notified Use of the system for testing and emergency preparedness training and exercises are allowed Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY DISCUSS IG 8 Slide 8 Participating Jurisdictions CAPCOG Emergency Notification System Policies amp Procedures Participating Jurisdictions GeoCast Web Refers only to jurisdictions with managing control of a Public Safety Answering Point PSAP are eligible to use this application Includes PSAP personnel or employees and officials of additional departments of eligible jurisdictions Communicator NXT Refers to any jurisdiction eligible to use GeoCast Web and other organizations that actively participate in the emergency management or emergency response activities of CAPCOG member jurisdictions Other organization
8. de updated login credentials to each jurisdiction s POC Conduct routine maintenance and service operations on the system Provide training for all Certified Users Provide technical and procedural guidance for ENS use and administration Provide a contact list for CAPCOG Staff http www capcog org divisions homeland securitylens docs DISCUSS CAPCOG is the regional administrator for our ENS system they provide the passwords and access house the servers and provide maintenance on the hardware and provide help and training to the users If you have any questions about procedures forms or have any trouble with the ENS you should contact CAPCOG DISPLAY Slide 15 Protocols for ENS IG 12 May 2010 Instructor Guide CAPCOG Emergency Notification System ENS ACTION CAPCOG Emergency Notification System Policies amp Procedures Protocols To facilitate the use of ENS applications by multiple jurisdictions Certified Users must follow these protocols e Contacts shall be assigned a numerical User ID from a range of numbers provided by CAPCOG Scenarios shall be assigned a numerical Scenario ID from a range of numbers provided by CAPCOG Scenarios Messages Groups and Custom Field information shall be preceded by the name ofthe jurisdiction DISCUSS In order to keep the information in ENS identifiable CAPCOG created standards for the system We must use the appropriate naming conventions as outlined in the Mem
9. ency Notification System ENS ACTION DISPLAY Slide 22 What Does CAPCOG Do on Communicator wr ico CAPCOG Emergency Notification System oo Training for Certified Users CAPCOG Role Regional administration CAPCOG will issue usernames and passwords for Creators and Users to each agency s Administrative POC for distribution Develop a separate Department for each participating organization DISCUSS CAPCOG is responsible for the regional integrity of the system they maintain software keep lists and records on users change usernames and passwords keep records on use of the system and help troubleshoot if there are problems when we test DISPLAY Slide 23 What Are We Required to Do on Communicator NXT TOA ic CAPCOG Emergency Notification System oo Training for Certified Users PSAP Organization Responsibilities Ensure proper training of Creators and Users CAPCOG will continue to provide periodic training Notify CAPCOG immediately following a change in Certified Users Do not alter messages or groups assigned to other Departments May 2010 IG 19 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISCUSS We have to do our part to secure the system and its use too which means training and showing Users in our PSAP or organization how to use the system AND how to document what we do We need to keep CAPCOG up to date on changes in personnel If we want to chan
10. eolasty clim GeoCast A geographic information system AEE GIS based application used to notify a targeted group within a specific geographic area CAPCOG Emergency Notification System Overview The difference between the two systems e Communicator NXT notifies first responders e GeoCast Web notifies the public via the region s 9 1 1 and cellular telephone database DISCUSS Communicator NXT is based on contacts you create in the database and the GeoCast Web 1s based on the 9 1 1 database and cell numbers as part of the cell phone registration process There are privacy restrictions on the uses of the 9 1 1 data in state law Because of this and the multiple jurisdictions that use ENS we have set out specific policies and procedures as guidance May 2010 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY Slides 5 Overview CAPCOG Emergency Notification System Overview Local administration of GeoCast Web is based in jurisdictions with Public Safety Answering Points PSAPs and therefore is available for use across the CAPCOG region DISCUSS GeoCast Web is specifically used by PSAPs as there are privacy restrictions on the uses of the 9 1 1 data in state law DISPLAY Slide 6 Policies and Procedures CAPCOG Emergency Notification System Policies amp Procedures Policies amp Procedures Identify appropriate use of the ENS Define Participating Jurisdictions Define Autho
11. ge the password we must contact CAPCOG Slide 24 Steps in Using Communicator NXT TA ic CAPCOG Emergency Notification System raining for Certified Users co Training for Certified U Using Communicator Steps for Building a Scenario Create contacts Create groups Create messages Create scenario Activate Test scenario Scenario is the event for using Communicator what how and when we would notify a set group of folks through the system Instructor should discuss instances for this jurisdiction The next few slides will walk us through setting up and activating a scenario DISPLAY Be sure to demonstrate on the Communicator NXT System Slide 25 Logging on IG 20 May 2010
12. ize contacts in the database prior to sending an emergency notification so rather than a message for the general population this component of ENS is used to contact a group we define ahead of time Examples would be folks living on the lake notify them of dam releases or groups of public safety personnel name some for your jurisdiction Communicator can make contact by phone including cell phone email and or pager you can use one method or several to ensure receipt of the message You can have a pre recorded message or type in the text for a new message There are only five licensed seats available therefore you must log out of ENS if you are not using the system CAPCOG will be able to identify who is logged onto ENS ENS can make 69 simultaneous calls and contact approximately 2070 people in 30 minutes DISPLAY Slide 21 Types of Users in Communicator TON aa CAPCOG Emergency Notification System o Training for Certified Users Security Users Certified Users e Administrator CAPCOG role can perform all functions e Creator Authority to manage their own scenarios groups and messages including view add edit modify and delete User Granted permissions to perform select tasks may view modify start and stop scenarios but unable to create scenarios messages or groups Roster User NOTE NOT USED AT CAPCOG Very limited use lt May 2010 IG 17 Instructor Guide CAPCOG Emergency N
13. ly focus control of the ENS particularly GeoCast Web within PSAPs Public Safety Answering Points which means that users of ENS are typically jurisdictions with managing control of a PSAP However Communicator NXT can be used by other organizations User jurisdictions share in a proportion of the annual operating cost of the system Who may authorize users to activate the system Authorizing Individuals are key to protecting and securing the ENS system The folks who are Authorizing Individuals for our city county district are list here these are the only ones who can instruct us to activate the warning system May 2010 IG 9 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY Slide 10 Certified User CAPCOG Emergency Notification System Policies amp Procedures What is a Certified User An individual who has been designated by an Authorizing Individual as someone who has permission to activate the ENS and has satisfactorily completed the training curriculum prescribed by CAPCOG for accessing and activating the ENS An Authorizing Individual may choose to become a Certified User DISCUSS Every user must be trained on the ENS so that we can ensure that the policies and procedures are adhered to Certified Users are typically PSAP personnel but may include officials who are also Authorizing Individuals or emergency management coordinators or other public safety personnel DISPLAY Slide 1
14. o on ENS standards DISPLAY Slide 16 Testing at the PSAP CAPCOG Emergency Notification System Policies amp Procedures When using the ENS each PSAP shall Utilize the procedures outlined in the ENS Guidelines and Activation Form Exhibit 7 2 for using GeoCast Web Test Communicator NXT application at least once a month Include a minimum of one defined group e Test GeoCast Web application at least once a month Include a minimum of 10 but not more than 25 data points Varying data points should be utilized each month DISCUSS Here at our PSAP we must test the ENS regularly This is not only to make sure all the technical parts work but to ensure that we periodically use the system and know our way around as users May 2010 IG 13 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY Slide 17 Funding for ENS CAPCOG Emergency Notification System Policies amp Procedures How is ENS funded e CAPCOG will utilize Homeland Security Grant Program funds for operation maintenance and enhancement costs e Monthly recurring costs for telephone service are allocated to participating jurisdictions and organizations through yearly letter agreements e Additional costs may be incurred by a jurisdictions should the DCC Mass Call option be used DISCUSS CAPCOG will continue to use Homeland Security Grant Program funds as long as they are available A participating jurisdiction like
15. otification System ENS ACTION DISCUSS DEMONSTRATE IG 18 Security users in Communicator NXT are the same as ENS certified users you However there are different levels of access to the database as listed here we ll go through each briefly Instructor should log on to Communicator at this point Most of you here will be given User level security allowing you start and stop set scenarios and notifying groups in our city county district for a set response Some may have Creator level depending on how we intend to use the system Roster Users are limited and are not used in the CAPCOG system Why are there different levels of security What are our duties as Users on Communicator Instructor should discuss the functions uses of Communicator for your city county district These should include Notifications to responder groups Notifications on events release from a dam road closure boil water notice etc Other uses the group can think of Let s look at the system to go over its structure and what you have access to Instructor should open the Security Users tab and identify groups on Communicator that belong to your jurisdiction and note You can see the other jurisdictions information on Communicator but you are not authorized to make any changes to their data or set up If you see something in error please report it to CAPCOG May 2010 Instructor Guide CAPCOG Emerg
16. rizing Individual Define Certified User Identify responsibilities of all ENS players Identify protocols DISCUSS In this section we will discuss the appropriate use of ENS who may Authorize activation of the system who are the Users who edit update and activate ENS and what the responsibilities are for jurisdictions users and CAPCOG IG 6 May 2010 DISPLAY DISCUSS May 2010 Instructor Guide CAPCOG Emergency Notification System ENS Slide 7 ENS Use CAPCOG Emergency Notification System Policies amp Procedures ENS Use GeoCast Web Defined as warning or alerting citizens regarding information in an emergency situation where property or human life is in jeopardy Communicator NXT Defined as notifications to members of the participating jurisdictions contact list for emergency events Both GeoCast Web and CommunicatorNXT can be used for emergency preparedness training and exercises and testing of the system ENS s purpose is to provide critical notification to public 4 safety forces or the community or both y ENS is a tool that has been implemented to meet the needs of the CAPCOG region Because the GeoCast Web application uses regional 9 1 1 data use of it must comply with the Commission on State Emergency Communications rules for 9 1 1 database information which can be used for warnings to citizens if the situation is a hazard to the public property or human life is in jeopardy
17. s must be endorsed in writing by the chief elected official or emergency management coordinator GeoCast Web Due to restrictions on the use of the 9 1 1 database only jurisdictions with managing control of a PSAP can use GeoCast Web Employees and officials of additional departments of eligible jurisdictions such as emergency management coordinators or other emergency response personnel may be granted login credentials in order to activate the system Communicator NXT Types of organizations that can use this system are emergency services districts school districts and hospitals They must participate in an annual fee for the ongoing costs of maintaining the system May 2010 Instructor Guide CAPCOG Emergency Notification System ENS DISPLAY Slide 9 Authorizing Individual CAPCOG Emergency Notification System Policies amp Procedures What is an Authorizing Individual Refers to a 1 a CAPCOG county judge county sheriff and or county emergency management coordinator city mayor or city manager police chief or fire chief of a jurisdiction with managing control of a Public Safety Answering Point PSAP 2 the Lower Colorado River Authority LCRA Emergency Management Coordinator or 3 an individual designated in writing by an Authorizing Individual identified in clause 1 The Authorizing Individual has the authority to direct a Certified User to activate the ENS Y DISCUSS In the CAPCOG system we primari
18. system monthly e What is CAPCOG s role in ENS Maintain records for POCs and Authorizing Individuals house and maintain the hardware provide forms provide assistance to users and provide training Next we will talk through and demonstrate the two components of ENS Communicator NXT and GeoCast Web May 2010 IG 15 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY Slide 19 Communicator NXT CAPCOG Emergency Notification System Communicator NXT Overview of Communicator NXT Define Security Users oot POA email Define CAPCOG Role E ss Identify PSAP Responsibility pe Using Communicator NXT r Steps in Building a Scenario DISCUSS In this section we will discuss Communicator NXT an effective tool for notifying a group of people as entered into database by the Certified User We ll go through some definitions and responsibilities listed here and practice using the system with an online demonstration DISPLAY Slide 20 Communicator NXT Overview ih a CAPCOG Emergency Notification System o Training for Certified Users Overview Effective tool for notifying a set group of contacts Voice email alpha numeric paging Limited number of concurrent licenses Sixty nine 69 simultaneous calls IG 16 May 2010 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISCUSS Communicator NXT is a database that we develop We can create and custom
19. the only ones who can instruct us to activate the warning system They are generally the individuals who are decision makers when declaring an emergency in our area Slide 13 Responsibilities of Certified User CAPCOG Emergency Notification System Policies amp Procedures What are the Certified User s responsibilities Protect the confidentiality of 9 1 1 addressing databases and of information furnished by 9 1 1 database providers Comply with naming conventions set forth by CAPCOG Sign and date Nondisclosure Agreement and provide to CAPCOG staff IG 11 Instructor Guide CAPCOG Emergency Notification System ENS ACTION _ Le DISCUSS This is you the actual User of the ENS Let s go over your responsibilities The 9 1 1 database is private information which must be protected by the User when using GeoCast Web Each person that will activate ENS needs to become a Certified User You must attend training and must sign and return the Nondisclosure Agreement to CAPCOG staff Eligible jurisdictions must use the specific jurisdictional naming conventions including User IDs and Scenario IDs that are provided by CAPCOG staff DISPLAY Slide 14 Responsibilities of CAPCOG CAPCOG Emergency Notification System Policies amp Procedures What are CAPCOG s responsibilities Verify the accuracy of Authorizing Individual and Certified User rosters with the ENS point of contact POC at least quarterly Provi
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