Alaska Dispatch Study Productivity Improvement Alternatives

Slide 1

Alaska Forestry Services (Region 10)Transportation Dispatch Center Study

Workflow Productivity Improvement Alternatives

Slide 2

Productivity ImprovementsSummary

Understanding Where Change Would be Beneficial• Recognizing the constraints, limitations, and opportunities of the existing communications environment• Accepting that infrastructure changes offer little to no benefit• Realizing that process automation through introduction of workgroup software is the key enabler

Productivity Improvements Could Best be Achieved by• Eliminating the siloed nature of the Dispatch Centers• Introducing an common, automated, virtual system for tracking Dispatcher activities• Perform Dispatcher activities as one virtual Dispatching team

Leading to Potential Improvements– Automation of workflow tasks could result in 25% - 35%+ productivity improvement in

workflow for• Aircraft Operations• Administrative• Paperwork

– Introduction of shared dispatcher system enables• Virtual center coverage (cross-center load sharing) with a smaller workforce• Potential to consider physical center consolidation (collapse activities to fewer centers)

Suggested Alternative• Focus on Virtual Center alternative• Create the Virtual Dispatch Center leveraging existing prototype from Chugach• Focus on implementing operational enhancements and productivity improvements • Collect, analyze, and measure key performance data

Slide 3

Productivity ImprovementsConstraints and Assumptions

Constraints– No activity data exists making productivity calculations best guess

based on anecdotal evidence; additional work would need to be performed to refine estimates moving forward

– Analog radio infrastructure remains as the primary method for field communication (no conversion to IP-based communication protocols)

– Automation of communications from system to in field personnel is not possible (non-IP/analog point above)

Assumptions– Methods exist and can be implemented to manage continued

operation during power and network outages

– Cost modeling data is illustrative• GS-8 - $45k/yr• Center - $350/yr

Slide 4

Productivity Improvement AlternativesCenter Configuration Models

Dispatch Centers Operating independently with loose connections

to other centers (e.g. manual handoff)

Dispatch Centers Operating together as a single virtual center

connected by shared workgroup system

Consolidation ofphysical centers

Lowresource and facilities

Degree of Leverage

Improvedresource and facilities

Improvedresource

Autonomous Centers Virtual Center Center Consolidation

Transition Key

Typical first step to gain consistency and make location transparent

Potential second step to optimize physical operations

Alternative to first 2, combining incremental steps into one

Slide 5

Productivity Improvement AlternativesIllustration of Potential Results

Virtual Center– Potential staff model plan changes assuming 33% productivity

improvement (GS-8 @ $45k, Seasonal for 1/3 time)

Consolidated Center– Potential facilities model change assuming collapse of 1 of 3 centers

(center annual operating cost @ $350k)

ResourcePlan

Ketchikan Full Time

Seasonal

Full Time 2 1 2

Seasonal 1 1

Petersburg Full TimeSeasonalFull Time 2 1 2Seasonal 1 1

Sitka Full Time 1 0

Seasonal

Full Time 2 1 2

Seasonal 1 1

GS-7

GS-8

GS-7

GS-8

GS-8

GS-7 Full Time 6

Seasonal 3GS-8

Full Time 4Seasonal 2

GS-8

270,000$

45,000$

315,000$

180,000$ 30,000$

210,000$ 105,000$

* Actual changes require specific center resource and center costs

Center A 350,000$ Center B 350,000$ Center C 350,000$

1,050,000$

Center A 350,000$ Center B 350,000$

700,000$ 350,000$

Slide 6

Productivity Improvement AlternativesElectronic Tracking Required for Improvement

Within a Center• Electronic tracking of emergency, operations, administration, and paperwork events• Automation of manual workflow processes• Automation of safety critical metrics gathering and reporting• Establish a baseline of process automation and data collection for continuous

process improvement

Across Centers• Near real time update of all Center workflow data• Near real time (proactive) handoff between Centers• Failover (reactive) handoff between Centers• Potential to restructure Center facilities

Method• Common, shared workgroup application• Schedule & track all events and resources• Special requirements

– High fault tolerance– Uninterrupted operation during outages

Degrees of Automation• Desired level of automation drives the scope of workgroup solution• Basic – Readily automatable functions (schedule publication, self service scheduling) • High – Advanced functions (field communications, alerts & escalations)

Slide 7

Productivity Improvement SuggestionVirtual Center Configuration

Virtual Center is the logical first step• Lowest effort, least cost and time approach• Addresses barriers preventing process improvement• Enables immediate collection of measures and metrics

Visibility• All Centers have the same global view• They can operate on any task for any center

Consistency• Enables introduction of controls to ensure consistency• They perform standard tasks using standard processes

Begin Collecting Data• Data is a side effect• Analysis on the whole is possible

Defer physical Consolidation• Achieve benefits of Virtual Center• Gather data and analyze activity to understand usage patterns• Incrementally improve virtual center processes• May never consolidate

Dispatch Centers Operating independently with loose connections

to other centers (e.g. manual handoff)

Dispatch Centers Operating together as a single virtual center

connected by shared workgroup system

Consolidation ofphysical centers

Autonomous Centers Virtual Center Center Consolidation

Slide 8

Productivity Improvement AlternativesPotential Dimensions of Change Towards Virtual Center Automation

Process/Workflow

Infrastructure

Organizational

Implementcommon system to capture Dispatch

activity data

Low High

Integrate Dispatcher Center system to

other systems (payment, …)

Automate Dispatcher workflows (tracking, check-ins,

alerts/escalations)

Maintain separate, looselyconnected centers

Low High

Consolidatephysical centers

Create a virtual centerfrom multiple

physical centers

Upgradedispatch office

powerbackup

Low High

AddDigital IP equipment

(servers, cameras, GPS, sensors)to field sites/users

Upgradedispatch office &

radio shopnetworkbackup

Slide 9

Productivity Improvement AlternativesPath to Basic Virtual Center

Process/Workflow

Infrastructure

Organizational


activity data

Low High




alerts/escalations)


Low High



physical centers


powerbackup

Low High





Enables

1

2

3 4

Slide 10

Productivity Improvement AlternativesPath to Highly Automated Virtual Center

Process/Workflow

Infrastructure

Organizational


activity data

Low High




alerts/escalations)


Low High



physical centers


powerbackup

Low High





Enables

1

2

3 4

Slide 11

Productivity Improvement AlternativesRange of Automation Alternatives with Order of Magnitude Estimates

Autonomous

Basic Virtual Centeron Notes

Basic Virtual Centeron Microsoft

Highly Automated Virtual Centeron Microsoft +

Option 1

Legacy Notes Messaging Infrastructure

Option 2

Microsoft Messaging Infrastructure

Option 3

Microsoft+ Technology Infrastructure

Alternative Extend existing Chugach Statusboard Notes application to obtain one common view of all Dispatcher activity

Develop an application equivalent to extended Chugach Statusboard in the Microsoft messaging environment

Design and develop an application that leverages Forestry service technologies and implements maximum process automation

Infrastructure Existing Lotus Notes/Domino Microsoft messaging Microsoft messaging & collaboration & ???

Automation Low-Medium

Focused on visibility with select process automation (scheduling, communications,…)

Low-MediumFocused on visibility with select process automation (scheduling, communications,…)

High

Automate most processes (scheduling, communications, & field tracking)

Benefits Likely the fastest to construct (based on existing “prototype” from Chugach center), uses existing and well deployed Notes infrastructure

Based on future messaging platform which provides leverage and helps control future cost.

Focused on delivering highest degree of process automation leading to greatest resource leverage and consolidation potential

Risks Longevity of the solution is unclear: Messaging environment moving to Microsoft Outlook; Unclear what will happen with Notes application server infrastructure

Availability of solution infrastructure is unclear: The timing and potential functionality of the Microsoft messaging conversion is unclear

This technology infrastructure has the most uncertainty and requires the greatest amount of analysis and potential cost (ability to leverage radio infrastructure must be validated)

Additional fail-over for power and network, augmentation to radio infrastructure

Time / Cost Estimate 1 FTE for 3 – 6 months

$60k – 120k

1.5 FTE for 6 – 12 months

$180k – 360k

3 FTE for 9 – 12 months

$540k - $1mm

Estimate to Evaluate Alternative


$40k – $60k


$60k – $180kFTE = $125/hr

Slide 12

Productivity Improvement AlternativesRange of Automation Alternatives with Order of Magnitude Estimates

Autonomous

Basic Virtual Centeron Notes

Basic Virtual Centeron Microsoft

Highly Automated Virtual Centeron Microsoft +

Option 1

Legacy Notes Messaging Infrastructure

Option 2

Microsoft Messaging Infrastructure

Option 3

Microsoft+ Technology Infrastructure

Alternative Extend existing Chugach Statusboard Notes application to obtain one common view of all Dispatcher activity

Develop an application equivalent to extended Chugach Statusboard in the Microsoft messaging environment

Design and develop an application that leverages Forestry service technologies and implements maximum process automation

Infrastructure Existing Lotus Notes/Domino Microsoft messaging Microsoft messaging & collaboration & ???

Automation Low-Medium

Focused on visibility with select process automation (scheduling, communications,…)

Low-MediumFocused on visibility with select process automation (scheduling, communications,…)

High

Automate most processes (scheduling, communications, & field tracking)

Benefits Likely the fastest to construct (based on existing “prototype” from Chugach center), uses existing and well deployed Notes infrastructure

Based on future messaging platform which provides leverage and helps control future cost.

Focused on delivering highest degree of process automation leading to greatest resource leverage and consolidation potential

Risks Longevity of the solution is unclear: Messaging environment moving to Microsoft Outlook; Unclear what will happen with Notes application server infrastructure

Availability of solution infrastructure is unclear: The timing and potential functionality of the Microsoft messaging conversion is unclear

This technology infrastructure has the most uncertainty and requires the greatest amount of analysis and potential cost (ability to leverage radio infrastructure must be validated)

Additional fail-over for power and network, augmentation to radio infrastructure

Time / Cost Estimate 1 FTE for 3 – 6 months

$60k – 120k


$180k – 360k


$540k - $1mm

Estimate to Evaluate Alternative


$40k – $60k


$60k – $180kFTE = $125/hr

Suggested Alternative

Slide 13

• Emergencies– Manage Emergencies– Emergency Notifications

• Aircraft Operations (flights & floats)– Monitor Environmental Conditions– Monitor for Contract Compliance– Dispatch– Track Dispatched– Alert In-Transit & Deployed Personnel – Recall In-Transit– Revise Existing Plan– Schedule New Plan– Equipment Procurement

• Administrative (boats, personnel radio communications)– Overall Daily Operations– Open Dispatch Center– Track Deployed Field Personnel– Fire Dispatch– Handoff Operations to Another Dispatch Center– Close Dispatch Center

• Telephones– Phones– E-mail– Sametime

• Customers in office– Revise Existing Plan– Schedule New Plan

• Paperwork– Contract Inspection– Rental Agreement Inspection– Use & Payment Reporting Data Entry

Productivity Improvement AssessmentWorkflow Automation Analysis

Potential process automation opportunities highlighted in yellow in the following workflow

slides

Slide 14

Dispatcher ActivitiesDegree of Automation by Workflow

Emergencies KeyManage Emergencies 5 mins - 2 days* 2 Moderate Potential for Automation

Emergency Notifications 30 mins 2 High Potential for AutomationAircraft Operations(flights & floats)

Monitor Environmental Conditions ongoing 30 resourcesMonitor for Contract Compliance 30 mins 4

Dispatch 5 - 10 mins* 30Track Dispatched ongoing 20 - 25

Alert In-Transit & Deployed Personnel 5 - 10 mins* 30Recall In-Transit 5 - 10 mins* 30

Revise Existing Plan 5 mins 3 + ripple effectSchedule New Plan 30 mins 10

Equipment Procurement 10 mins 10

Administrative(boats, personnel radio communications)

Overall Daily Operations ongoing NAOpen Dispatch Center 15 mins 1

Track Deployed Field Personnel 3 mins 20Fire Dispatch 1 - 8 hours* 6

Handoff to Another Dispatch Center 20 mins 1Close Dispatch Center 15 mins 1

Telephones Phones 5 mins 2E-mail 5 mins 2

Sametime 10 mins 3Customers in Office

Revise Existing Plan 5 mins 1Schedule New Plan 5 mins 1

Paperwork

Contract Inspection 1 hour 1Rental Agreement Inspection 1 hour 1

Use & Payment Reporting Data Entry 1 hour 1

* - Depending upon situation type and severity

Time to execute per event

instances 1 person can manage concurrently

Slide 15

Workflow Automation Analysis

Manage Emergencies

Monitor Environmental

Conditions Workflow


Conditions Workflow

EmergencyOccurs

False

True

HelicopterIncident or

Accident

False

True

AircraftIncident or

Accident

False

True

Manage Helicopter

Emergency Workflow

Manage Helicopter

Emergency Workflow

Manage Aircraft Emergency Workflow

Manage Aircraft Emergency Workflow

BoatIncident orAccident

False

True Manage Boat Emergency Workflow

Manage Boat Emergency Workflow

HazardousMaterialsIncident

False

TrueManage

Hazardous Materials

Emergency Workflow

Manage Hazardous Materials

Emergency Workflow

TsunamiIncident

False

True Manage Tsunami Emergency Workflow

Manage Tsunami Emergency Workflow

FieldIncident or

Accident

False

True Manage Field Emergency Workflow

Manage Field Emergency Workflow

Determine Nature of

Emergency

Dispatcher

Slide 16


Aircraft Emergency Notification

Aircraft Incident / Accident Occurs

Start Incident Log

Overdue AircraftBird StrikeLightning StrikeMaydaySmoke in CockpitMalfunctionAero Medical ProblemPilot/Passenger Unsafe AttitudeViolation Pilot Duty LimitationsViolation Fed Aviation RegulationsJettison or Loss of Cargo/EquipmentEngine MalfunctionNear Miss

Conduct Search & Rescue

As Directed Based on Circumstances

Incident / Accident

Concludes

False

True Monitor Environmental

Conditions Workflow


Conditions Workflow

Develop Immediate Plan

of Action

Notify as Needed-Other Dispatch CentersForest Aviation Officer (FAO)Flight Services/FAAAirport ManagerVendorField CampsOther AircraftVesselsCoast GuardTrooper/PoliceHospitalAmbulanceFire Department

Regional Aviation OfficerForest Supervisor and Forest EngineerDistrict RangerAdministrative OfficerContractor/Owner of AircraftLaw EnforcementContracting OfficerPAO (Public Affairs Officer)

Next of Kin (case of death)

Incident Log

Flight Strip

Complete Incident Log

Incident Log

SignificantEnough

For Incident Log

False

True

Dispatcher Forest Aviation Officer (FAO)

Dispatcher

Slide 17


Helicopter Emergency Notification

Helicopter Incident / Accident Occurs

Start Incident Log

Overdue HelicopterBird StrikeLightning StrikeMaydaySmoke in CockpitMalfunctionMedical ProblemPilot/Passenger Unsafe AttitudeViolation Pilot Duty LimitationsViolation Fed Aviation RegulationsJettison or Loss of Cargo/EquipmentEngine MalfunctionNear Miss



Incident / Accident

Concludes

False


Conditions Workflow


Conditions Workflow


of Action

Incident Log

Flight Strip


Incident Log

SignificantEnough

For Incident Log

False

True

Notify as Needed-Other Dispatch CentersForest Aviation Officer (FAO)Flight Services/FAAAirport ManagerVendorField CampsOther AircraftVesselsCoast GuardTrooper/PoliceHospitalAmbulanceFire Department

Regional Aviation OfficerForest Supervisor and Forest EngineerDistrict RangerAdministrative OfficerContractor/Owner of AircraftLaw EnforcementContracting OfficerPAO (Public Affairs Officer)

Next of Kin (case of death)

Dispatcher Forest Aviation Officer (FAO)

Dispatcher

Slide 18


Boat Emergency Notification

Boat Incident / Accident Occurs

Start Incident

Log

Injured PersonOverdue/LostVehicle IncidentBoat Incident



Incident / Accident

Concludes

False


Conditions Workflow


Conditions Workflow

Develop Immediate

Plan of Action

Notify as Needed- District Ranger staffVesselsCoast GuardTrooper/PoliceHospitalAmbulanceFire DepartmentLaw Enforcement

Incident Log

Flight Strip


Incident Log

Search & RescueInitiated

False

TrueSignificant

EnoughFor

Incident Log

False

True

Dispatcher District RangerDistrict Safety Officer

Dispatcher

Slide 19


Field Emergency Notification

Field Incident / Accident Occurs

Start Incident

Log

Injured PersonOverdue/LostVehicle IncidentBoat Incident



Incident / Accident

Concludes

False


Conditions Workflow


Conditions Workflow

Develop Immediate

Plan of Action

Incident Log


Incident Log

Search & RescueInitiated

False

True

Notify as Needed- District Ranger staffVesselsCoast GuardTrooper/PoliceHospitalAmbulanceFire DepartmentLaw Enforcement


SignificantEnough

For Incident Log

False

True

Dispatcher

Slide 20


Hazardous Materials Emergency Notification

Hazardous Materials Spill

Reported

Start Incident Log

Incident / Accident

Concludes

False


Conditions Workflow


Conditions Workflow


of Action

Notify as Needed-Hazardous Materials CoordinatorAlt Hazardous Materials CoordinatorDistrict Safety OfficerDistrict RangerLaw Enforcement OfficerPatrol Captain

Incident Log


Incident Log

Track Progress & Log Activities


SignificantEnough

For Incident Log

False

True

Dispatcher

Slide 21


Tsunami Emergency Notification

Tsunami Reported

Start Incident Log

TsunamiConcludes

False


Conditions Workflow


Conditions Workflow


of Action

Notify as Needed-CampsField CrewsBoatsAircraftIncident Log


Incident Log

Provide Information & Instructions

Aircraft Stay AirborneBoats to Deep WaterCamps to Remove Vehicles to High GroundTake survival equipment as time allows, radios, sleeping bags, shelter, food, water, clothing, first aid equipment, etc.Monitor Radio for Updates

SignificantEnough

For Incident Log

False

True

Dispatcher

Slide 22


Monitor Environmental Conditions

Monitoring All Radio

Transmissions

Alert In-Transit & Dispatched Personnel Workflow

Alert In-Transit & Dispatched Personnel Workflow

Periodically Checking Web

Resources

Dispatcher

Radio EquipmentIP Radio

Automated Flight Following (AFF)

Web Resources

ConditionsBecome

Unfavorable

False

True

Recall In-Transit Workflow

Recall In-Transit Workflow

Slide 23


Monitor Contract Compliance

Periodically Review Performance to

Contract Compliance Policies

Log and Report Compliance Issues

Dispatcher

Compliance IssuesExist

False

True Compliance IssuesExist

False

TrueAlert Contractor and

Remediate Compliance Issues

Contract Documents

Compliance Log

Slide 24


Dispatch Aircraft

Validates Flight Plan

Contact Dispatch

and Confirm Mission

DispatcherAircraft Pilot

Dispatch Aircraft

Track Dispatched

Aircraft Workflow

Track Dispatched

Aircraft Workflow

Record Return

Add to Field

Personnel Tracking

Weather

Schedule for Future

Revise Plan

Details

Create Plan for

Immediate Use

Aircraft Flight Schedule

Aircraft Flight Plan

Flight Planin Order

False

True

Flight PlanExist

False

True

ResourcesAvailable

False

True

ConditionsMeet PolicyStandards

False

True PersonnelRemaining

In Field

False

TrueCheck Flight

Conditions

Monitor Weather for

Improvement

Weather DoesNot Improve

False

True

Slide 25


Dispatch Helicopter

Validates Flight Plan

Contact Dispatch

and Confirm Mission

DispatcherHelicopter Pilot

Dispatch Helicopter

Track Dispatched Helicopter Workflow

Track Dispatched Helicopter Workflow

Record Return

Add to Field

Personnel Tracking

Weather

Schedule for Future

Revise Plan

Details

Helicopter Flight Plan

Flight Planin Order

False

True

Flight PlanExist

False

True


False


In Field

False

TrueCheck Flight

Conditions

Helicopter Flight Schedule

HelicopterManager

Monitor Weather for

Improvement


False

True

Slide 26


Dispatch Boat

Validates Float Plan

Activate Float Plan

DispatcherBoat Pilot

Dispatch Float

Track Dispatched

Boat Workflow

Track Dispatched

Boat Workflow

Record Return

Add to Field

Personnel Tracking

Weather

Schedule for Future

Revise Plan

Details

Create Plan for

Immediate Use

Float Planin Order

False

True

Float PlanExist

False

True

ResourcesAvailable

False

True


False


In Field

False

TrueCheck Float

Conditions

Boat Float Plan

Boat Float Schedule

Monitor Weather for

Improvement


False

True

Slide 27


Track Dispatched Aircraft

Dispatch Aircraft

Workflow

Dispatch Aircraft

Workflow

En-Route Aircraft

Checks-In Every 30 Minutes

Check-In15-30 Minutes

Overdue

False

TrueDispatcher Attempts

to Contact Flight

OR deviation from normal route,Unusual weather, Abnormal Flight Occurrence

Plotter Plan and Flight Strips Updated

Dispatcher UsesRadioAFFOther Dispatched Resources

DispatcherContacts

Flight

False

True

Flight ArrivesAt Destination

False

True Record Arrival

Aircraft Incident

Workflow

Aircraft Incident

Workflow

Return Transportation

service Requested

In-Field Activity Occurs

Dispatcher

Slide 28


Track Dispatched Helicopter

Dispatch Helicopter Workflow

Dispatch Helicopter Workflow

En-Route Helicopter Checks-In Every 15 Minutes


Overdue

False


to Contact Helicopter



Dispatcher UsesRadioAFFOther Dispatched Resources

DispatcherContactsHelicopter

False

True

HelicopterArrives

At Destination

False

True Record Arrival

Helicopter Incident

Workflow

Helicopter Incident

Workflow

Return Transporta

tion Service

Requested


Dispatcher

Slide 29


Track Dispatched Boat

Dispatch Boat

Workflow

Dispatch Boat

Workflow

En-Route Boat

Checks-In Every 30 Minutes


Overdue

False


to Contact Boat



Dispatcher UsesRadioOther Dispatched Resources

DispatcherContacts

Boat

False

True

BoatArrives

At Destination

False

True Record Arrival

Field Incident

Workflow

Field Incident

Workflow

Return Float

Following Coverage Requested


Dispatcher

Slide 30


Alert In-Transit & Deployed Personnel

Conditions Arise Requiring that In-

Transit & Field Personnel are Alerted

Alert Other Dispatch Centers

Analog RadioIP RadioSametimeTelephoneFax

Weather changes with possibility of field impactDeployed resources report activities impacting other field resources (blasting in flight zone)

Alert In-Transit & Deployed Personnel

Analog RadioIP Radio

Field PersonnelContacted

False

True

Field PersonnelAlerted within

AllowedTimeframe

False

True

Contact Other Nearby Flights, Floats, Field Camps as Conduit to

Field Personnel

Manage Emergencies

Workflow

Manage Emergencies

Workflow


Conditions Workflow


Conditions Workflow

Convey Conditions

Record Alert Event Details

Recall Event Log

Flight Strip

HandoffSituation

False

True

Dispatcher

Slide 31


Recall In-Transit Aircraft

Conditions Arise

Requiring In-Transit Recall

Record Recall Event

Details

Severe WeatherAircraft Incident

Alert Other Dispatch Centers

Analog RadioIP RadioSametime

Field PersonnelContacted

False

True

Field PersonnelContact within

AllowedTimeframe

False

True

Contact Other Nearby Flights, Floats, Field Camps as Conduit to

Field Personnel

Manage Emergencies

Workflow

Manage Emergencies

Workflow


Conditions Workflow


Conditions Workflow

Provide Recall Instructions

Contact In-Transit & Deployed Personnel

Analog RadioIP Radio

TelephoneFax

Recall Event Log

Flight Strip

Complete Recall Event

Details

Recall Event Log

Flight Strip

HandoffSituation

False

True

Dispatcher

Slide 32


Revise Existing Aircraft Flight Plan

Revision Required

Change of PlansConditions Change


Procure AirplaneWorkflow


Aircraft Flight Re-Scheduled

Aircraft Flight

Analysis and Re-

Planning

Revised Aircraft

Flight Plan Created


Revised Aircraft Flight

Plan Communicated

Procure EquipmentWorkflow


Dispatcher

Modify AircraftAssignment

False

True ModifyEquipment

False

True

Slide 33


Revise Existing Helicopter Flight Plan

Revision Required


Procure HelicopterWorkflow

Procure HelicopterWorkflow

Helicopter Flight Re-Scheduled

Helicopter Flight

Analysis and Re-

Planning

Revised Helicopter Flight Plan

Created

Revised Helicopter Flight Plan

Communicated



Helicopter Manager

Modify HelicopterAssignment

False


False

True



Slide 34


Revise Existing Boat Float Plan

Revision Required


Procure Boat

Workflow

Procure Boat

Workflow

Boat Float Re-

Scheduled

Boat Float Analysis and Re-

Planning

Revised Boat Float

Plan Created

Revised Boat Float Plan

Communicated



Dispatcher

Modify BoatAssignment

False


False

True

Boat Float PlanBoat Float Schedule

Boat Operator

Slide 35


Schedule New Aircraft Flight Plan

New Aircraft Flight

Reservation Submitted

EmailTelephoneWalk-Ins




Aircraft Flight

Scheduled

Aircraft Flight

Analysis and

Planning

New Aircraft

Flight Plan Created


Finalized Aircraft Flight

Plan Communicated to Requestor



Dispatcher

Aircraft Requestor

Slide 36


Schedule New Helicopter Flight Plan

New Helicopter

Flight Reservation Submitted


Procure Helicopter Workflow

Procure Helicopter Workflow

Helicopter Flight

Scheduled

Helicopter Flight

Analysis and

Planning

New Helicopter Flight Plan

Created

Finalized Flight Helicopter

Plan Communicated to Requestor



HelicopterManager



Helicopter Requestor

Slide 37


Schedule New Boat Float Plan

New Boat Float Plan Submitted


Procure Boat

Workflow

Procure Boat

Workflow

Boat Float Scheduled

Boat Float Analysis

and Planning

New Boat Float Plan Created

Finalized Boat Float Plan

Communicated to Requestor



Dispatcher

Boat Operator

Boat Float PlanBoat Float Schedule

Slide 38


Equipment Procurement (Aircraft, Helicopter, Boat)

Equipment Request

Check Availability of

Owned Resources

ResourcesAvailable

False

True

Check Availability Of

Contracted Resources

Book Resources & Incorporate into Flight/Float Plan

Check Availability of

Rental Resources

ResourcesAvailable

False

True

Contract Documents

Dispatcher

Boat Operator

Slide 39


Overall Daily Operations

Enter Facility

Turn on Equipment

Announce that

Dispatch is Open

Verify Today's

Schedule

Log into Applications

Process Flight &

Float Requests

Actively Monitor Conditions(Weather, Field Communications, etc)

Announce that

Dispatch is Closed

Exit Dispatch Center

Process Paperwork

Monitor Flights,

Floats, Field Personnel

Create Tomorrow’s Schedule

Respond to Emergencies(Fire, Flight/Float/Field Incidents, etc)

Dispatch Flights &

Floats

Record Returns of Flights &

Floats

Dispatcher

Radio EquipmentWorkstations

IP RadioLotus Notes EmailSametimeDispatch Messenger Service (DMS) web EmailAutomated Flight Following (AFF)

Web Resources

Large Paper Schedule SheetPaper Dispatch StripsWhiteboard Field Personnel

Print and post other centers’ schedules

Turn off Equipment

Log Off Applications

Large Schedule SheetDispatch Strips

Create Excel Schedule and send to other Tongass centers via DMS

Slide 40


Open Dispatch Center

Enter Facility

Turn on Equipment

Announce that

Dispatch is Open

Verify Today's

Schedule

Log into Applications

Dispatcher



Web Resources

Large Paper Schedule SheetPaper Dispatch StripsWhiteboard Field Personnel

Print and Post other centers’ schedulesFax schedule to contract providers

Slide 41


Track Deployed Field Personnel

Open DispatchCenter

Workflow

Open DispatchCenter

Workflow

Field Personnel AM Check-

In

Check-In30 -60 Minutes

Overdue

False

True

Dispatcher Attempts

to Contact Field

Personnel

In-Field PersonnelBoard Updated

Dispatcher UsesRadioOther Dispatched Resources

DispatcherContacts

Field Personnel

False

True

Field Incident

Workflow

Field Incident

Workflow

Field Personnel PM Check-

In

Close Dispatch Center

Workflow

Close Dispatch Center

Workflow


Dispatcher

Slide 42


Local Fire DispatchType 4 & 5 Fires

Fire Reported

Fire Incident

Log Completed

IC & FMO Request

ResourcesFrom Adjoining

Ranger Districts

FMO & ICCoordinates Local Fire Response

District FMO

FireExtinguished

False

True

Aircraft Dispatcher

Fire can beManaged by

Local Resources

False

True Fire Incident

Log Started

Fire Incident

Log Updated

Fire IncidentFire Incident

Fire Incident

Fire IncidentFire Incident

Fire Incident

District Receptionist

Dispatch Center Coordinates

Transportation

Type 4 or 5 IC

FireEscalatesBeyond

Local Response

False

True

Fire Type Key5 - Can be extinguished by one single resource4 - Can be extinguished by several single resources3 – Increase complexity, several single resources , strike teams, task force, can be divided into divisions2 – Larger & more complex1 – Largest & most complex

Slide 43


Fire Dispatch via ROSSLocal TYPE 3,2,&1

Local Fire Escalates to Type 3,2,&1

ROSS Information

Updated

Request for Remote Fire Resources

Initiated

Fire Dispatcher IADP

Fire Incident

Logged into ROSS

Fire Incident Sheets

Completed

Fire Incident

information is passed to

Fire Dispatch

FireExtinguished

False

True

Fire Incident Sheets

Updated

ROSS Incident Closed

Fire Dispatcher

Coordinates Response

Fire IncidentFire IncidentFire Incident

Fire Incident

ROSS

ROSS

ROSS

Chugach National Forest

Provides Resources

Resources Ordered from

AICC

FMO

Type 3 IC

ResourcesOrdered

Direct from local

False

True

Fire Type Key5 - Can be extinguished by one single resource4 - Can be extinguished by several single resources3 – Increase complexity, several single resources , strike teams, task force, can be divided into divisions2 – Larger & more complex1 – Largest & most complex

Additional Terms/Roles KeyROSS - Resource Ordering and Status SystemIADP - Initial Attack DispatcherEDRC - Expanded Dispatch RecorderEDSD - Expanded Dispatch Support DispatcherEDSP - Expanded Dispatch Supervisory DispatcherCORD - CoordinatorIC - Incident CommanderFMO - Fire Management Officer

Slide 44


Remote Fire Resource Request via ROSSFrom Chugach directly

or AICC for National Deployment

Remote Request for

Fire Resources Via ROSS

ROSS Information

Updated

ResourcesAvailable

False

True

EDRC / EDSD

Determine/Confirm

Resource Availability

Fire Incident Management Tracked at

Remote Site

ROSS Pre-identifies

Fire Response Resources

ROSS Incident Closed

Resources Dispatched via ROSS

Based on skills

ROSS Request Declined

FireExtinguished

False

True

ResourcesAllocationChanges

False

TrueROSS

ROSS

ROSS ROSS

AICC & Chugach

FMO

Additional Terms/Roles KeyROSS - Resource Ordering and Status SystemIADP - Initial Attack DispatcherEDRC - Expanded Dispatch RecorderEDSD - Expanded Dispatch Support DispatcherEDSP - Expanded Dispatch Supervisory DispatcherCORD - CoordinatorIC - Incident CommanderFMO - Fire Management Officer

Slide 45


Close Office

Verify All Flight, Floats,

Personnel Accounted For

Turn Off Equipment

Announce that

Dispatch is Closed

Exit Dispatch Center

Log Out of Applications

Dispatcher



Web Resources

Slide 46


Handoff Operations to Another Dispatch Center

Event Occurs Requiring Handoff

Control Is Passed to Handoff Center

Information is Conveyed to Handoff

Center

Dispatcher

Analog RadioIP RadioTelephoneFax

EventResolves

False

TrueControl Is Passed to Originating

Center

Information is Conveyed to Originating

Center

Analog RadioIP RadioTelephoneFax

Handoff Center Manages

Originating Center Activity

Slide 47


Phones, E-mail, Sametime

PhoneRings

False

True Take and Close Call

Dispatcher


Conditions Workflow


Conditions Workflow

SametimeMessageArrives

False

True

EmailExists

False

TruePeriodically Check for

Email

Respond to

Sametime Message

Respond to Email Message

Actively Monitor phone

Actively Monitor

Sametime

Slide 48


Contract Inspection(Owned, Leased, and Contracted Aircraft, Helicopter)

Quantify & Validate Demand

Choose Vendors & Validate

Contract Terms

Meets ForestryRequirements

False

True Negotiate Terms

Contract Documents

Record Contract Usage

Instructions

Pilot CertificationEquipment CertificationFlight Availability/Commitment

Annual Contract Review

Dispatcher

Slide 49


Rental Agreement Inspection (Aircraft, Helicopter)

Annual Rental Review

Choose Vendors &

Validate Rental Terms

Meets ForestryRequirements

False

True Negotiate Terms

Contract Documents

Record Rental Usage

Instructions

Pilot CertificationEquipment CertificationFlight/Float Availability

Dispatcher

Slide 50


Use & Payment Reporting Data Entry

Use & Accounting Data is Collected and

Validated

Data is Entered into Excel Spreadsheets for Reporting and Analysis

Use Information is Synthesized into

Final Report

Dispatcher

Use Report

Data is Entered into Aviation Business

Management System for Payment

Sent for Payment

Date post:	20-Jan-2015
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