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Public Emergency Alert Training

Public Emergency Alert Training. Presented by County of Santa Clara Office of Emergency Services January 2010. Welcome. Housekeeping. Emergency Exits Restrooms and Cafeteria Food and Drink Policy Cell Phones Breaks Computer Use and Hands-on Tasks. What is AlertSCC?. Earthquake.

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Public Emergency Alert Training

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  1. Public Emergency Alert Training Presented byCounty of Santa Clara Office of Emergency ServicesJanuary 2010

  2. Welcome

  3. Housekeeping • Emergency Exits • Restrooms and Cafeteria • Food and Drink Policy • Cell Phones • Breaks • Computer Use and Hands-on Tasks

  4. What is AlertSCC? Earthquake Terrorism Land Line (TTD/TTY) Instantly or Pre-scheduled By Zip Code or Geographic Zone Survey &Polling Hazards Mobile(Voice & SMS) Child Abduction Broadcast Email Crime in Progress School Closure

  5. Examples of Use Earthquake Robbery or Kid Napping Any Crime Event Evacuations Escaped Prisoner HazMat Incidents Bomb Threat Weather Advisory& Preparedness BOS Pesticide/HerbalSpraying Spare the Air Day West Nile Virus Alert Chemical Leak School Closure Road Closure InfectiousDisease IT Software Change Water/GasIncidents Pandemic Flu Help • IT Security Notifications • (i.e. Virus Attacks) Suspect at large DSW &COOPCall to Service Newsletter Power Outage Breaking News BOS/CEO Messages to Staff Media Notifications Notices School Closure

  6. AlertSCC Definition AlertSCC is Santa Clara County’s regional public mass notification system that keeps people informed of time-sensitive emergency events

  7. Stay Informed – Stay Connected • Broadcast Messages to Thousands of People at Once • Time-Sensitive Information • Emergency Alerts • Community Notifications AlertSCC Schools OtherCities and Counties Police Departments Businesses FireDepartments Residents

  8. Audience Types The general public within your jurisdiction and surrounding sphere of influence City or county employees within your jurisdiction or agency Note: The EMPLOYEE notification process is outside the scope of this class.

  9. Three Ways to Send Messages Priority enables you to send an urgent message to all available phone numbers and email addresses for all selected contacts Outreach enables youto send a community awareness message to the primary phone number only, plus email, for all selected contacts Survey enables you to query your contacts and receive a response. A survey consists of one question and a choice of up to five responses

  10. Outreach & Survey Examples

  11. Two Types of Priority Messages A Priority Emergency is an incident that poses an imminent threat to human life or health that is actionable A Priority Non-Emergency is an unscheduled, unplanned event that may have an immediate impact on the community although it is not life threatening

  12. Priority Message Examples

  13. AlertSCC System View

  14. Agency Structure INTERNAL EXTERNAL SCC_CONTROL Level 1 SCC_EMERGENCY_ONLYE911 DATA COUNTY/CITYMAIN COUNTY/CITYMAIN AGENCYEMPLOYEE DATA AGENCYEMPLOYEE DATA . . . SCC_SHO Level 2 UNINCORPORATED SCC 411 & WEB DATA Level 3 CITY411 & WEB DATA CITY411 & WEB DATA Level 4 Public Notifiers can view contact data at their assigned permission level and two levels below, but no levels above.

  15. Agency Structure SCC_OES (a.k.a. SCC_CONTROL) has visibility to contact data two levels below and can send messages to both E911 contacts and Non-E911 contacts on behalf of all jurisdictions as well as assist with system administration issues. SCC_CONTROL E911 database for all of SCC. Public Notifiers at this level may send messages to E911 contacts (i.e., all county residents and businesses), and all Non-E911 county contacts from the levels below. SCC_EMERGENCYE911 DATA Contains contact data for county unincorporated areas that do not fall within a city boundary. Public Notifiers with permission at this level may send messages to Non-E911 contacts and other contact data below. UNINCORPORATED SCC411 & WEB DATA Contact data from White Pages, 411, and resident and business direct registration. Public Notifiers at this level may send messages to Non-E911 contacts for their jurisdiction only. CITY411 & WEB DATA CITY411 & WEB DATA Database records are separated according to the source of origin. 911 data from AT&T and Verizon can be used only for emergency messaging. 411 and self-registration data can be used for broader uses.

  16. Public Data • Priority: Message is sent to all available phone numbers for each contact, plus email and text messaging if available • Outreach: Message is sent to the primary phone number for each contact, plus email and text messaging if available • Survey: Message is sent only to the primary phone number for each contact, recipient can answer questions using their phone keypad

  17. Web Portal Registration www.alertscc.com

  18. Definition of Key Roles • Notifier – Sends and monitors AlertSCC messages for their jurisdiction. Notifiers are usually 911 dispatchers, or police, fire or OES first responders. • Authorizer – Approves the content and contacts for messages with a large distribution and/or sent during rest hours. Authorizers are usually people of authority who are knowledgeable of city emergency practices and procedures. Candidates for this position might be the City Manager, OES Director, Chief of Police, etc. • Data Manager – Keeps their agency’s database current by adding and deleting contacts. This person has good data entry skills and an eye for detail. • Administrator – Adds, deletes and modifies user accounts and regularly tests the system. They may also maintain the contacts database. This person is usually someone within the IT department.

  19. User Capabilities Role – Everyone is assigned a role, such as emergency notifier, non-emergency notifier, administrator, etc. But the role is further defined by the agency. Agency – The agency is either your city jurisdiction, which includes the sphere of influence, or your internal employee community. For some people, the internal community can be just their department or campus; whereas for others, it can be all city employees. The combination of your assigned role and agency determines your user capabilities.

  20. User Roles

  21. Other Roles You are also a potential message recipient: • Employee (for internal messages) • County resident (for public-facing messages) • Business interest (for public-facing messages) Register on the AlertSCC public portal.

  22. AlertSCC Policies and Procedures • Definitions • Authorization for Use • Participant Agreement • User Responsibility Statement • Users MUST comply with SCC Policies and Procedures • Acceptable Use • Call authorization • Different types of messages • Use of contact data • Security and User Administration • User accounts and passwords • Standards and Conventions • Message standards • Naming conventions

  23. Administration and Support • SCC OES role • Compliance with policies • User Responsibility Statement • User access management • How to get a user account • How to get help • How to request a password reset (forgot your password) • 24-hour Client Care with BCI • Users may receive system maintenance messages directly from BCI 24-hour BCI Client Care Line: (877) 428-9411 (4-CTY-411) E-mail: support@blackboardconnectcty.com This contact information is also provided in the Quick Start Guide

  24. How to Login

  25. Connect-CTY • You will receive an email message usually within 48 hours of all necessary documentation being completed. The email will contain a link to your Personal Info page, where you need to enter a new Password and set Five Security Password Questions. The link is good for 7 days only • After your password is set, you can go to www.blackboardconnect.com to sign in as needed

  26. About Your Login • If you are a Public Notifier, your usernames will be in the form of first.last.911 and first.last.411 • If you have Employee Notifier capability, your username will be in the form of first.last • You are required to change your password once a year. You will receive an email reminder from BCI when it’s time

  27. New user will receive the following email. User clicks the link to go to his profile page, where he can set his password and security options. NOTE: This link is good for 7 days

  28. Enter your password. A green check will appear next to each password requirement as you fulfill the requirements. Select 5 security questions and enter appropriate answers

  29. Click Account Info • Change your Password on Personal Info tab • Enter Primary and Secondary Phone • Enter Subscriptions Phone • Select Subscriptions: your preference • Enter 5-digit Dial-in PIN (0-9)

  30. Go to www.blackboardconnect.com to access Connect-CTY Click

  31. Enter your username and password Click

  32. Your location within the agency structure System activity for the month, for your login. A bulletin board used to post tips and news to system users Lists recent messages sent and/or scheduled to be sent All features are enabled in this mode except the ability to send messages. This mode uses live data (e.g. if you delete someone, they will be removed from the database.) Sends an email to BCI, which will be forwarded to OES

  33. How to Create a Message

  34. To send a message, select message type from this menu, or To send a message, select message type from this menu, or

  35. Click Agency Info (for Priority Emergency only) • Change the Main Phone to your agency designated phone number • Click Save

  36. Select an existing message by clicking the radial button next to the message and click • Preview messages by clicking • Edit an existing message by clicking • Create a new message by clicking

  37. Option 1a – Create New Message • Type a new message in the text window or select a script from the drop-down menu • Optimal message length is less than 50 seconds • Spell check all messages • Optionally, check box to save message as new script

  38. Standard Message Components • Caller identification • Type of message (AlertSCC) • Who is sending the message (county/city name) • Greeting • Sender name, title, organization • Intended recipients • Date and time • Purpose of the call • What is the situation? • Call to action • What should the recipients do? • County / City response • What is being done about it? • Close the call

  39. Message Field Definitions

  40. Option 1a (cont.) – Call Instructions • Dial number as listed • Enter User ID and Box ID as listed • Follow phone prompts as required

  41. Option 1b – Edit Existing Message • Edit existing message by clicking next to the message, or • Click

  42. Option 1b (cont.) – Edit Message Setup • Change message title • Select preferred language • Select delivery types, and click • Tip: Need more help? Click

  43. How to Select Contacts

  44. Four Ways to select Contacts: Select by List and filter contacts using one or all of the filter criteria in step A Select Groups (for internal messages) Select By Map Click then Exclude Contacts or Include Contacts to complete list

  45. When using your 911 account, you can select 411 and/or Web portal contacts while excluding E911 contacts. This is another way of selecting contacts although it’s not the preferred method.

  46. Select By Map Click Select By Map In Step A, enter an address and click to define map center In Step B, select either Radius, Polygon or Donut Define Radius area, or define Donut inner and outer radius, or define Polygon by clicking on map (minimum or three points required) Select recipients. Click

  47. Using a Shapefile Click Advanced Options drop-down menu Select Upload Shapefilefrom the menu

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