action - Capital Area Council of Governments
Contents
1. ACTION DISPLAY Slide 55 One Time Notification Activation om CAPCOG Emergency Notification System i Training for Certified Users Call Activation Call Out Area Map Tools Notification Host Automatically Selected Parameters Name duration number of attempts priority first call recipient etc Reports dentify desired report package Candidates View candidates selected and make changes tag in out Message Select an existing message or make a new one Confirm This is the final step DISCUSS amp Here are the steps to activate Instructor should go through the steps but stop DEMONSTR short of Confirm ATE When creating the steps for activation always include your telephone number as the first call so that you know that the notification when through CAPCOG will be notified of any use of the GeoCast Web whether a test or true activation Remember that it is our responsibility to take the appropriate steps necessary to protect the 9 1 1 database as you saw when we proceeded with the activation the candidates list identifies protected information of the residents we re notifying IMPORTANT Whenever testing with GeoCast Web please log out as soon as possible the number of licenses are limited and you may be prohibiting another user from notifying their folks June 2011 IG 39 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY D2. DISPLAY 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 11 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 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS ACTION o yO DISPLAY 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
3. Instructor Guide CAPCOG Emergency Notification System ENS wr Pa CAPCOG Emergency Notification System Training for Certified Users Login Process User Name Password Company Name Here s the log on screen Usernames and passwords are assigned to us by CAPCOG we are limited on how many and who can access the system The Company name is CAPCOG Slide 26 Creating Contacts ot m CAPCOG Emergency Notification System Training for Certified Users Creating Contacts The Contacts Module is an electronic address book The first step when starting to build a scenario is to populate the contacts database with individuals Once assigned to Group s these contacts will be notified during a scenario activation Assign Custom Field s Contacts is just an address book very similar to email programs We enter DEMONSTRATE J contact names and information and assign them to groups depending on the notification they will receive IG 21 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY Slides 27 amp 28 The Contacts module as it will appear on your screen CAPCOG Emergency Notification System Training for Certified Users cn i atari TTE TOT qagoaogagnaoganangaogpagngaanan lt Prp PPPPEPP PPP PO 460 amp FEEeT Tee SS S a D ooo 4 EE 4 ai o c 3 mm os 3 e388 3 e ER gt R 3 22 Zu 4 Ls A 4 amp I
4. ODYRPKYUEROS es re REA SA E 3 3 zs Saar age A 22 do mae gr meee gt ss Es ss ce as es rsa 2a sso gt ESesseess FE SZSERVSESSSSSEekz 36 Sasogs 4 ses z Ssg gt S g 38552 5 2 g Aq z zs 8 so Fo 6 96 S 2 8 tnya amp 4 S85 non 5 S SSSRa N P wona 4 a b o N Fs e oe ee z Sseeuess N E E 3 Togou SeESEREZS ie oe E F gt s66 SSS t aS va 2 x X Pagefi of470 Go S200 Destoee Coenmuncapons Corporation waw SCUSA com CAPCOG Emergency Notification System Training for Certified Users Data entry can be made here Note that the tabs across the top provide our navigation through the scenario building process when complete you move to the next tab Instructor should use the contacts tab and make test entry IG 22 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS ACTION Slide 29 Creating Groups TOA aa CAPCOG Emergency Notification System poo Training for Certified Users Creating Groups The second step is to organize your contacts into different categories called groups There are two types of groups that can be added to a scenario Dynamic Groups Static Groups DISPLAY DISCUSS We organize the contacts into a list or Group This allows us to use the same people across different scenarios There are Dynamic Groups and Static Groups which we ll go o
5. a road or waterway You may also demonstrate multiple shapes Once we have drawn the area you select the call box for cell phones and telephones at the top of the page Note that this will now tell us how many candidates we have selected this is how many phone lines have been identified If you only see a 0 for candidates or as you continue with the notification no phone numbers show up then this is most likely the error check the call box GeoCast uses the landlines which are the phone numbers in the 9 1 1 database Because we get the phone numbers from the phone companies remember that they are address based This may result in multiple phones linked to one address such as a trailer park commercial building or hospital GeoCast can also now select the cells phones that have been entered in by the public through the cell phone registry The data is loaded onto the map by CAPCOG staff Now we are ready to walk through an activation The Activate button will walk us through a series of pages that will define all the activation conditions Note If you need to back out at any time you must use the Return button at the bottom of the page the back button of your browser will not work Instructor should identify a small area for testing therefore if the activation is not stopped in time there is minimal call out IG 38 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS
6. call flow for tests too Most commonly used will be Simple or Simple with Understand lt z DISPLAY June 2011 IG 29 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISCUSS Call flow allows us to choose how the message is delivered whether we should ask for response or have folks call in or simply deliver the message TOA aa CAPCOG Emergency Notification System p Training for Certified Users Activate the Scenario Scenarios contain ALL of the information from the prior steps groups containing contacts and various types of messages plus the scenario specific information TEST THE SCENARIO DISPLAY Slide 41 Activate the Scenario Remember An Authorizing Individual must request the activation Except in the case of a test DISCUSS Slide 42 Communicator NXT Helpful Hints TOA a CAPCOG Emergency Notification System oo Training for Certified Users Communicator NXT Helpful Hints When selecting the sequence of devices to deliver the message send email first Message text should be short No more than three sentences SPLAY 30 I IG June 2011 ACTION DISCUSS DISPLAY June 2011 Instructor Guide CAPCOG Emergency Notification System ENS Just a few things to consider with Communicator NXT Slide 43 Summary of Communicator NXT TOA aa CAPCOG Emergency Notification System poo Training
7. 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 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 DISPLAY Slide 19 Communicator NXT June 2011 IG 15 Instructor Guide CAPCOG Emergency Notification System ENS ACTION CAPCOG Emergency Notification System Communicator NXT Overview of Communicator NXT Define Security Users Define CAPCOG Role E ss Identify PSAP Responsibility Using Communicator NXT Steps in Building a Scenario _ Capital Area Council of WH Governments ep 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 respons
8. for Certified Users Summary Here are some highpoints about Communicator NXT e What is the primary use of Communicator To notify a group of people that are predetermined and entered into the Communicator NXT database e What is the difference between Dynamic Groups and Static Groups Dynamic selected because of certain category Static selected by name e What are steps to using Communicator to notify a select group of individuals Create contacts Create groups Create messages Create scenario and Activate Test scenario e What is meant by the Duration setting for a Scenario Duration determines how many times the system will attempt contact and for how long e What are some options for Call Flow simple simple with callback simple understand simple response etc Next we will talk through and demonstrate GeoCast Web IG 31 Instructor Guide CAPCOG Emergency Notification System ENS ACTION Slide 44 GeoCast Web CAPCOG Emergency Notification System GeoCast Web Overview of GeoCastWeb Define User Levels Using GeoCast Web i A E Map Tools Activation Scenario _ Capital Area Council of wp Governments 4 DISPLAY DISCUSS In this section we will discuss GeoCast Web a tool that integrates GIS mapping street level maps from the CAPCOG 9 1 1 database and the cell phone registry with a call out program for emergency notifications We ll go through some d
9. 8 9 10 1 12 13 Zoom In This tool zooms in the map view where clicked User can also hold the left mouse button while making a square When the button is released the map will zoom in to the area inside the square Pan This tool allows you to move the map around the screen Identify This tool allows you to click on a geographic feature on the map to show its attributes Measure This tool allows you to measure distances on the map DISCUSS amp Instructor to review each of the Map tools on the list and then on GeoCast DEMONSTRATE June 2011 IG 37 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISCUSS amp Slide 54 Map Tools continued DEMONSTRATE Map Tools 2 3 4 8 9 W 1 2 AS Select This tool allows you to select shapes and focal point It should also be the default pointer Draw Polygon This tool allows you to draw a polygon on the map for scenario creation Draw Circle This tool allows you to draw a circle on the map for scenario creation Draw Rectangle This tool allows you to draw a rectangle on the map for scenario creation Place Focal Points This tool places a focal point on the map for activating options os 4 DEMONSTRATE f nstructor should define a call out area on the map using a map tool Demonstrate how specific the shape can be i e a defined area up next to
10. AIN IG 2 June 2011 ACTION DISCUSS June 2011 Instructor Guide CAPCOG Emergency Notification System ENS COURSE STRUCTURE Objective 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 gt 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 a
11. Capital Area Council of Governments CAPCOG Emergency Notification System Training for Certified Users Instructor Guide June 2011 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 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 2 Computers with Internet Explorer for instructor and students 3 Internet access 4 PowerPoint Setup 5 ENS Handouts hardcopy of PowerPoint presentation PPT CAPCOG ENS Policies and Procedures FAQs document GeoCast quick reference guide Communicator NXT 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 CAPCOG E
12. Communicator TOA aa CAPCOG Emergency Notification System po Training for Certified Users Security Users Certified Users Administrator CAPCOG role can perform all functions 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 e Roster User NOTE NOT USED AT CAPCOG Very limited use DISPLAY DISCUSS Security users in Communicator NXT are the same as ENS certified users June 2011 IG 17 Instructor Guide CAPCOG Emergency Notification System ENS ACTION 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 Notificat
13. ISCUSS DISPLAY DISCUSS IG 40 Slide 57 GeoCast Helpful Hints om CAPCOG Emergency Notification System i Training for Certified Users GeoCast Helpful Hints Click slowly when using the map Never cross lines in the call out area Don t use the back button Use pointer tool to select Play back your message Add a report to ensure receipt Spanish language messages must be voice recorded lt These are just a few things to keep in mind when using GeoCast Also if you do know the username or password or it is not working contact our POC and then CAPCOG staff Slide 58 Summary of GeoCast Web om CAPCOG Emergency Notification System i Training for Certified Users Summary Here are some highpoints about GeoCast Web e What is the primary use of GeoCast Web To notify the public in a specified geographic area in a relatively short period of time e What are important parts to a voice message Greeting message June 2011 Instructor Guide CAPCOG Emergency Notification System ENS ACTION possible repeat next steps and a goodbye e What button function will walk you through the steps to activation of GeoCast The Activate button will take you through the activation conditions notification host pre set time estimate parameters reports a review of candidates to be called voice message e Why must we test GeoCast Web at least monthly t allows the User to
14. NS 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 June 2011 IG 1 Instructor Guide CAPCOG Emergency Notification System ENS ACTION Slide 1 Introduction CAPCOG Emergency Notification System Training for Certified Users Overview of ENS Policies amp Procedures Communicator NXT GeoCast Web _ Capital Area Council of Tp Governments DISPLAY 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 INTRODUCE Refer students to the CAPCOG PowerPoint handout that allows for note taking REFER Breaks will be provided approximately every hour First part of the course will include PowerPoint 3 Majority of the lesson is online demonstration and will require active participation by the students EXPL
15. OG 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 of the 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 Memo on ENS standards DISPLAY Slide 16 Testing at the PSAP CAPCOG Emergency Notification System Policies amp Procedures When using the ENS each PSAP must Test Communicator NXT program atleast once a month Include a minimum of one defined group Parameters and results must be logged Testthe GeoCast Web program atleast once a month Include a minimum of 10 but not more than 25 data points Test with different data points each month Test Activity Logs should remain on site and available for review during the annual 9 1 1 monitoring visit 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 DISPLAY Slide 17 Funding for ENS June 2011 IG 13 Instructor Guide CAPCOG Emergency Notification System ENS ACTION CAPCOG Emergency Notification System Policies amp Procedures How is ENS funded CAPCOG willutilize Homeland Security Grant Program funds fo
16. become familiar with the tool and it also helps identify if there are any problems with the system that need to be addressed through CAPCOG Discuss your local testing protocols here Slide 59 Use of Cell Phones CAPCOG Emergency Notification System Training for Certified Users Cell Phone Interface CAPCOG has implemented a new feature that allows individuals to register their cellular telephones into a database that works in concert with GeoCast Web To register for the system go to http wireless capcog org DISPLAY DISCUSS CAPCOG installed a cell phone interface so that the public can register their cell phone to any address in the CAPCOG region This is due to the fact that more people are using cell phones only rather than landlines If a cell phone shows in the affected area we will be able to reach the person FINALQ amp A Slide 60 Any Questions June 2011 IG 41 Instructor Guide CAPCOG Emergency Notification System ENS ACTION CAPCOG Emergency Notification System Training for Certified Users Questions REMINDER Inform the students that in order to complete the requirements of the class they must 1 Sign the Sign in sheet 2 Sign the ENS Nondisclosure Agreement and submit it to the Instructor before leaving Completing the Course Evaluation form is optional but highly encouraged Completed forms should be turned in to the Instructor Students should
17. cies and Procedures CAPCOG Emergency Notification System Policies amp Procedures Policies amp Procedures Identify appropriate use of the ENS Define Participating Jurisdictions Define Authorizing 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 June 2011 ACTION o y DISPLAY DISCUSS June 2011 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 lt ca 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 regiona
18. cluding User IDs and Scenario Ds 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 Provide 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 June 2011 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 Contacts shall be assigned a numerical User ID from a range of numbers provided by CAPC
19. cy Notification Sy t em Training for Certified Users l GeoCast Web 3 DISPLAY Slide 50 Recording a Message CAPCOG Emergency Notification ystem Training for Certified Users DEMONSTRATE Jf At Message Management we can select a message already recorded or prepare one on the spot Again this can be recorded with a simple computer mic if you have one or you can type in the message and use the text to voice feature And be sure to always listen to your message playback Instructor should type in and playback a sample message June 2011 IG 35 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISCUSS Unlike Communicator GeoCast does not have the templates to help you construct the message you ll need to set it up Important elements to your message e Identify the city county jurisdiction e State the nature of the emergency e Provide instructions on what to do next and where to call for more information e Say goodbye or some other sign off so they know the message is complete 20 30 seconds is probably all that you need to use Now we are ready to go into our One Time Notification which is similar to creating a scenario as in Communicator However we don t need to bother with groups or devices we just draw on the map Instructor should go to One Time Notification DISPLAY Slide 51 Defining the Call Out Area CAPCOG Emergency Notificati
20. e message to deliver Where the device phone pda fax email pager When start duration stop pre scheduled or hand activated How Communicator NXT Why the incident June 2011 IG 27 Instructor Guide CAPCOG Emergency Notification System ENS ACTION Slide 37 Create the Scenario continued wh a CAPCOG Emergency Notification System Training for Certified Users Create the Scenario Name The name of the scenario should be descriptive so that you can find it quickly when needed ID Number Important if you want to activate the scenario by phone Duration How long will ENS actively contact individuals and accept incoming responses Priority Gauges the allocation of system resources Number of Attempts Delay How many times to try calling an individual and how long between calls Group s Who will be called Devices Contact can be made by voice home work or cell phone pager or email x DISPLAY Before creating a scenario you should ask yourself about these items On the scenarios tab we will need to make choices about each of these depending on the particular scenario One note You can contact more than one group in any scenario but if a group needs a different message you must create a new scenario DISCUSS Slide 38 Scenario tab as it will appear on your Communicator screen TA ee CAPCOG Emergency Notification System Tra
21. efinitions again and practice using the system with an online demonstration Slide 45 Overview of GeoCast Web F CAPCOG Emergency Notification System i Training for Certified Users Overview Whatis GeoCast GeoCastis a web based application used to notify a geographically targeted group within a specific area GeoCastinterfaces with ArcIMS mapping software using the CAPCOG 9 1 1 database and the cellular phone database Communicator NXT notifies first responders GeoCast notifies the public DISPLAY IG 32 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISCUSS With the mapping capability we can pinpoint a target area to automatically call all landlines within a geographic area and now cell phone that have been entered registered by the public This is more widespread than Communicator notifying folks in a given area rather than a certain group of people DISPLAY Slide 46 User Levels GeoCast Web F CAPCOG Emergency Notification System i Training for Certified Users User Levels Certified Users Company Administrator CAPCOG role has access to all areas of the system Activating User Has ability to manage messages identify call out areas activate one time pre built notifications and stop an activation DISCUSS For our purposes we are all Activating Users Certified Users Again you can only activate at the request of an Autho
22. have in hand the following ENS Handouts to take with them for their use e Hardcopy of PowerPoint presentation PPT e CAPCOG ENS Policies and Procedures e ENS FAQs document e GeoCast quick reference guide e Communicator NXT quick reference guide Remind students that these documents including the Communicator NXT and GeoCast Web manuals can also be found on the secured CAPCOG website at http www capcog org divisions homeland security ens docs SUBMIT TO REQUIRED DOCUMENTATION CAPCOG Instructors are required to return the following course documentation to CAPCOG 1 Original Sign in sheet IG 42 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS ACTION 2 Original ENS Nondisclosure Agreements signed 3 Course evaluations FILE AT CAPCOG will maintain on file all course sign in sheets and signed ENS CAPCOG Nondisclosure Agreements CAPCOG will complete and maintain a roster with the names of the newly Certified Users and the dates of their training Course evaluations will be reviewed and compiled with comments from other ENS Certified User sessions CAPCOG staff are available to discuss any noted improvements or comments that instructors observe or receive in the training courses June 2011 IG 43
23. ibilities listed here and practice using the system with an online demonstration DISPLAY Slide 20 Communicator NXT Overview TA aah CAPCOG Emergency Notification System po 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 DISCUSS Communicator NXT is a database that we develop We can create and IG 16 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS ACTION customize 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 Slide 21 Types of Users in
24. ied Users IG 24 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY Slide 33 Creating Messages TOA aa CAPCOG Emergency Notification System poo Training for Certified Users Creating Messages Messages are created for each device type i e email phone and pager Can be recorded or text to voice Delivered during the scenario activation to contacts On the Messages tab you will find how we can create whatever the message is this can be recorded with a simple computer mic if you have one or you can type in the message and use the text to voice feature Be sure to always listen to your message playback you want it clear and pronounced correctly Text to voice will require some phonetic changes for geographic names Bastrop for example must be typed in as Bass drop to sound right DISCUSS amp Instructor should type in and playback a sample message DEMONSTRATE e Important elements to your message e Identify the city county jurisdiction organization e State the nature of the emergency e Provide instructions on what to do next and where to call for more information e Say goodbye or some other sign off so they know the message is complete 20 30 seconds is probably all that you need to use There are sample messages provided in the Communicator NXT Users Manual When we get to building a scenario you will also see different
25. ining for Certified Users 2 Communicator NX Internet Explorer n hi n G fe bitp i1 72 27 2 23AN T Ponto NTPortalMain asp tab Fie Eda View Favoriss Took Help 2007 Oustogec Comnmuracatons Corporsbon www decusa com DISPLAY IG 28 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS ACTION Slide 39 Scenario tab as it will appear on your Communicator screen continued ir Pa CAPCOG Emergency Notification System Training for Certified Users DISPLAY DISCUSS amp The Scenario is where is all comes together the group the message the DEMONSTRATE timing of notifications Most of the questions we need to address to set up the scenario are on the General page Note When selecting devices emails should always go first they are fast and do not require a confirmation Instructor should go to the Scenarios tab and walk thru the General page Slide 40 A Note about Call Flow i Pa a CAPCOG Emergency Notification System Training for Certified Users A Note about Call Flow Call Flow refers to what will happen when the voice messageis spoken to the contact The Call Flow page allows you to select an available template to use in any particular scenario Choices include Simple Callback Understand Response and even Secure Delivery requiring the contact to have an ID thatis entered after the greeting of the message There is a specific
26. ion that allows users to automatically notify staff officials or other set groups through phone including cell phone e mail and alpha numeric paging eeolasty c im GeoCast A geographic information system sts 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 is 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 June 2011 IG 5 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 Poli
27. ions 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 organizations must be endorsed in writing by the chief elected official or emergency management coordinator lt a DISCUSS 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 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS ACTION ee 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 C
28. ions 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 DEMONSTRATE f nstructor 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 DISPLAY Slide 22 What Does CAPCOG Do on Communicator IG 18 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS ACTION TON aa CAPCOG Emergency Notification System poo 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 aah CAPCOG Emergency Notification System Ki Training f
29. l 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 1f the situation is a hazard to the public property or human life is in jeopardy 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 IG 7 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY 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 jurisdict
30. olorado 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 In the CAPCOG system we primarily 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 DISCUSS June 2011 IG 9 Instructor Guide CAPCOG Emergency Notification System ENS ACTION 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
31. on System Training for Certified Users GeoCast Web Define Call Out Area DISCUSS amp At the map you will see the CAPCOG region DEMONSTRATE Note If you are on a computer that has not used GeoCast Web before you will need an SVG viewer plug in Don t worry you ll be prompted for it if you don t see the map This is a very important plug in that should be loaded on your computer now in advance of an actual emergency You can narrow the map down to our county by typing the county name in the For box the county selected will be highlighted Or you can zoom in and keep zooming in to the area you want There is also a grab tool We can pre set an area for call out but in most cases we ll be selecting on IG 36 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS the spot Let s review the tools for working on the map DISPLAY Slides 52 amp 53 Map Tools Map Tools EON 1 1 TZ T3 Full View This tool zooms the map out to view the entire region Zoom In Center This tool zooms the map in and centers in reference to the center of the map Zoom Out Center This tool zooms the map out and centers in reference to the center of the map Delete This tool deletes a selected activation area or focal point User must select the item with the select tool before using Map Tools QL OSB AlOlS amp 2 3 4 5 6 7
32. options for delivering the message requiring a response from the individual or a callback June 2011 IG 25 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY Slides 34 amp 35 Message tab as it will appear on your Communicator screen CAPCOG Emergency Notification System Training for Certified Users CAPCOG Emergency Notification System Training for Certified Users Cem Pamminioatart re eruliniuiivatuis You can pre record and store a number of messages that you may wish to use repeatedly such as an activation of an emergency response team a boil water notice or dam release Remember to store a test message so that you can test the system monthly IG 26 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY Slide 36 Create the Scenario TON aah CAPCOG Emergency Notification System poo Training for Certified Users Create the Scenario Ascenarioisa saved set of parameters bringing together all the information needed to contact individuals ina defined situation DISCUSS Scenarios can be created to cover a number of situations Once we have created our contacts assigned individuals to groups and created messages we want delivered then we have the necessary pieces to create a scenario Instructor to note Who groups of individuals to contact What th
33. or 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 DISCUSS We have to do our part to secure the system and its use too which means June 2011 IG 19 Instructor Guide CAPCOG Emergency Notification System ENS ACTION 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 change the password we must contact CAPCOG Slide 24 Steps in Using Communicator NXT TOA Pa CAPCOG Emergency Notification System Training for Certified Users Using Communicator Steps for Building a Scenario Create contacts Create groups Create messages Create scenario Activate Testscenario DISCUSS 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 June 2011 ACTION DISPLAY DISCUSS amp June 2011
34. r operation maintenance and enhancement costs as long as such funds are available Monthly recurringcosts for telephone service are allocated to participating jurisdictions and organizations through yearly letter agreements 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 us provides 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 DISCUSS Instructor should walk through a process of review and summary such as IG 14 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS ACTION 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
35. rizing Individual CAPCOG has administrator rights which allows them to review and monitor use of the system as well as provide technical assistance Be sure to demonstrate on the GeoCast Website Slide 47 Logging on June 2011 IG 33 Instructor Guide CAPCOG Emergency Notification System ENS ACTION om CAPCOG Emergency Notification System i Training for Certified Users Login Process User Name Password Company Name Same process as for Communicator NXT Here s the log on screen Same process as for Communicator NXT usernames and passwords are assigned to us by CAPCOG we are limited to one The Company name is CAPCOG If you have access to GeoCast and Communicator your login information will be the same Slide 48 Using GeoCast om CAPCOG Emergency Notification System i Training for Certified Users Using GeoCast The Activating User s Start Screen has these options Message Management One Time Notification Pre Built Notification Stop Activation ISPLAY D DEMONSTRATE J nstructor should be logged on to demonstrate There are only the four steps and we start with Message Management You will need to enter your message first then you will select it when you are ready to activate IG 34 June 2011 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY Slide 49 The GeoCast Start Screen F CAPCOG Emergen
36. t the end of class to address any outstanding questions or concerns in the audience IG 3 Instructor Guide CAPCOG Emergency Notification System ENS ACTION 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 DISPLAY 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 June 2011 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 Communicator NXT Communicator NXT A database driven applicat
37. user names and passwords Protect the confidentiality of addressing databases and of information furnished by 9 1 1 database providers DISCUSS 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 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 DISPLAY June 2011 IG 11 Instructor Guide CAPCOG Emergency Notification System ENS ACTION o y O 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 in
38. ver briefly this will help explain how the database pulls its information Slide 30 Dynamic Groups VA aa CAPCOG Emergency Notification System ai Training for Certified Users About Dynamic Groups Composed of contacts that meet certain criteria e g a search based upon custom fields If there are changes made to an individual s information in the Contacts Module those changes can affect the Dynamic groups Dynamic groups may also be affected by adding new contacts and changing group criteria A Dynamic group is used more because of their function all EMS supervisors for example DISPLAY June 2011 IG 23 Instructor Guide CAPCOG Emergency Notification System ENS ACTION DISPLAY Slide 31 Static Groups vA a CAPCOG Emergency Notification System Training for Certified Users About Static Groups Composed of specific selected contacts These individuals are notified in the same order every time This Static group does not change unless someone manually changes it i e adds deletes contacts in the Static group In a Static group you are picked by name In Dynamic groups you are picked by category Static Groups could include the city council or commissioner s court Slide 32 How Groups are selected in the Communicator screen Instructor should show sample groups on the system vA a CAPCOG Emergency Notification System A Training for Certif
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