Post on 19-Jan-2016
transcript
WebEx Confidential1
Jan SysmansDirector Business Continuity Solutions • March 18, 2008
Virtual Emergency Operations Centers (VEOC)Putting virtual communications to work
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Agenda
• Disclosure and Credits
• Introduction
• VEOC
• Virtual Communications
• VEOC Software is more then virtual communications
• The Big Questions
• Overall Goal
• Extra Bonus
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Disclosure
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Credit Where Credit Is Due
• VEOC as an industry term has been defined by Regina Phelps, an internationally recognized expert in the field of emergency management and contingency planning.
• Regina is the founder of Emergency Management & Safety Solutions.
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What is an Emergency Operation Center?
© Kansas City EOC -- www.kcmo.org/oem.nsf/web/eoc
A physical predetermined location designed to provide direction, exercise control and manage critical incidents.
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Why Do Companies/Agencies Need an EOC
Command Control
Communication Collaboration Coordination
Consistency
Source: Regina Phelps
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EOC Brings Together Planning & Coordination Of
Emergency Response
Disaster Recovery
Business Continuity
CrisisCommunications EOC
Source: Regina Phelps
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EOC Is Cross Functional
• Facilities and IT
• Safety
• Human Resources
• Finance
• Corporate Communications
• Sales
• Legal
• …
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What If….
The EOC is closed
Your EOC members can’t get to the EOC
Pandemic situation requiressocial distancing
© NY Times
Some of your EOC members are remote
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Virtual Emergency Operations Center
Takes the EOC business process
and moves it online
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The Good, Bad and Ugly of a VEOC
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Advantages of a VEOC
• No waiting
• Flexibility
• Location, location, location
• Redundancy
• Cost effective
• Efficient communication
• Timely resource deployment
• Safe in times of pandemic
Source: Regina Phelps
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Disadvantages of a VEOC
• Dependent on utilities
• Dependent on technology
• Requires a very well defined process
• Virtual communication and collaboration is different than in-person
• Ongoing training and familiarity with the VEOC tool is required
Source: Regina Phelps
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Word of Caution on VEOC
• A virtual EOC will not cure all ills.
• If your EOC processes and procedures were not well thought-out or well developed in the “real world,” the road to a virtual world will be fraught with obstacles.
• In other words, if the current EOC is a train-wreck, the virtual one will be a nightmare!
Source: Regina Phelps
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EOC
VEOC
Best of Both Worlds
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Virtual (aka online) Communications
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Where To Start, What To Use?
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Different Components of Communications
• Synchronous Communications– Audio conferencing
– Video conferencing
– Web conferencing
– Instant messaging
– Employee notification
– EOC team notification
• Asynchronous Communications– Corporate communications
– Team rooms
– Document management systems
– Project management tools
– Executive dashboards
– Employee notification
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Virtual Communications -- What To Look For?
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Familiar and Used Daily
• No learning curve
• Part of business culture
• Pervasive
“Don’t give me a red or blue pen when I’m used to writing in a black pen”
-- CIO Arlington County
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Access and Mobility
• Available even when corporate infrastructure is not
• Easy to deploy
• Internet access, phone line and VPN
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Security, Reliability and Availability
• Independent Security Certifications – WebTrust, SAS-70 Type II, ISO,…
• End to End Encryption and Data Storage Policies
• Reliability and Scalability
• Availability and Global Reach
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VEOC Software; Its Not Only Communications18 Ideal Features
1. Intuitive - minimal training.
2. Centralized command and control.
3. Messaging/communications function with tracking (notification system).
4. Secure data sharing over the Internet and other networks (LAN, WAN).
5. Event tracking and logging.
6. EOC plan check-off lists – automated checklists for all team positions.
7. Document response actions.
8. Resource management (with full database functionality).
9. Store multiple contact lists (employees, team members, critical vendors, key stakeholders).
10. Accessible via Internet, Intranet/VPN, wireless.
11. Able to restrict member participation as necessary.
12. Access to plans, maps, photographs.
13. Linking capability to access Internet sources for weather and event intelligence.
14. Hand-held compatibility.
15. Fully configurable and scalable (can grow and change with you).
16. Compatible with existing infrastructure, databases, software, and e-mail.
17. Status boards (static general board and team boards).
18. Able to accommodate Executive briefings.
Source: Regina Phelps
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VEOC Is Only A Part Of The BC Puzzle
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The Big Questions
• Build or Buy
• Patchwork of standalone applications or Integrated solution
• On-premise or On-demand
• Custom application or Common application
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Overall Goal Has To Be To…
…Transform Business Disruptions into Business-as-Usual™
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Extra Bonus
Title: Telework FactsFormat: swfDouble-click to edit
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Thank YouJan SysmansDirector Business Continuity Solutions Tel.: +1.408.566.7858 jan.sysmans@webex.com www.webex.com/bcp