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2. ?The devil is in the details!\"Even the grandest project depends on the success of the smallest components Policies and procedures are a key component. Standard Operating Procedures. 3. What are policies and procedures? Formalized interagency agreements on how a system will be maintained

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slide2
Standard Operating Procedures

“The devil is in

the details!”

Even the grandest project depends on

the success of the smallest components

Policies and proceduresare a key component

developing policies and procedures
Developing Policies and Procedures

What are policies and procedures?

  • Formalized interagency agreements on how a system will be maintained and used
slide4
Developing Policies and Procedures

Why do we develop them?

  • Compliance
  • Operational needs
  • Manage risks
  • Continuous improvement
  • Policies and procedures establish how technology is to be used
slide5
Developing Policies and Procedures

Who is responsible for developing

them?

  • The system Governance Board
    • Approves acceptable policies and procedures
    • Developed by User and Technical Committees in a multi-agency system environment
slide6
Developing Policies and Procedures

When should they be developed?

  • Starting early in the project and carried on through a process of continuous improvements after implementation
slide7
Interoperability Operations:Developing Policies and Procedures

Interoperable standard operating procedures (SOPs) require:

  • A Project Foundation
    • Key elements
      • An Executive Sponsor who…
        • is educated about the need for partnerwide interoperability SOP
        • understands the associated costs/recurring budget items
        • believes in ongoing training and exercises
slide8
Interoperability Operations:Developing Policies and Procedures
  • A Project Foundation(continued)
      • Build SOPs around the business case, to include:
        • Radio/data communications issues
        • Equipment budget issues
        • Personnel training and exercises
        • Equipment/software use/ maintenance
slide9
Interoperability Operations:Developing Policies and Procedures
  • A Project Foundation(continued)
    • Create an SOP committee or sub-committee under Operations User Group
        • Committee should reflect makeup of participating disciplines (Police, Fire, EMS)
        • Use existing regional task forces or advocacy group, if in place
slide10
Developing Policies and Procedures

The best technology and infrastructure cannot make up for a poor or nonexistent set of instructions on how to use it

slide11
Developing Policies and Procedures

Focus SOP Development onRoutine Capabilities

  • Policies and procedures for communications systems provide for agencies’ day-to-day operational needs
  • During the stress of emergencies, responders will likely perform the procedures they have learned, and used daily
  • Interagency communications procedures are only effective if used. They are most likely to be used if they are part of daily routine or practice
  • Provide key term definitions to reduce confusion
slide12
Developing Policies and Procedures
  • Lay the groundwork for automatic behaviors during emergencies by establishing routine interagency procedures
  • Make “cheat sheets” for easy reference
  • Practice them during training and exercises
  • Include a clear and concise header block to ensure a procedure communicates the purpose and scope
  • Make clear assignment of responsibilities that identifies who does what and when

Look for Regular Behaviors

slide13
Developing Policies and Procedures

What to Include in Your SOP Development

  • References to related documents to improve usability
  • Listing of applicable laws or regulations to communicate compliance
  • Keep a detailed list of revisions to track edit history
  • Develop forms to ensure proper control and record keeping
interoperability operations developing policies and procedures
Interoperability OperationsDeveloping Policies and Procedures

Creating Operational Policies

and Procedures

  • The Technical and User Committees of the governing body are commonly tasked with responsibility to:
      • Create the SOPs
      • Carry them through approval and adoption
      • Maintain them over time
slide15
Developing Policies and Procedures

Kinds of Policies to Consider for Interoperability Systems

  • ICS Communications Unit (NIMS)
  • Incident Dispatch Teams (Tactical Dispatch)
  • Emergency Traffic (How to handle)
  • Channel Span of Control (Off-loading busy channels)
  • Standard Plain Language (Drop the use of codes)
  • Operational Unit Reporting (Standardized reporting)
slide16
Developing Policies and Procedures

Creating Operational Policies

and Procedures

  • The Incident Communications Plan
    • SOPs drive the development of the Incident Communications Plan
    • The plan is specific to an incident due to its unique geographic location the type of operations undertaken
    • The ICS 205 Template identifies communications resources for the incident
      • Functional assignments
      • Technical parameters
slide17
Interoperability OperationsDeveloping Policies and Procedures
  • The diagram depicts a realistic organizational chart identifying responders to a hypothetical event by their function. What is this structure called?
slide18
Interoperability OperationsDeveloping Policies and Procedures

Establish and use a standard method. Example:

  • A purpose or objective statement
  • A technical background statement describing capabilities and constraints under which the standard, protocol, or procedure is used
  • An operational context statement addressing when it is appropriate
  • A recommended protocol/standard statement addressing related criteria that qualify use of the one being established
  • The recommended procedure, itself, describing how the task is performed,
  • A management statement describing who is responsible for supervising or managing this procedure

Interoperability Tech Guide

Standard Template

slide19
Developing Policies and Procedures

Establish and Use

a Standard Process

  • Policies and procedures governing interagency communications are crucial for interoperability
  • Agencies that have adopted a standard method for their creation have found them easier to develop and maintain. An example comes from the one of the northern regions:Minneapolis-St.Paul, Minnesota
slide20
Interoperability OperationsDeveloping Policies and Procedures
  • The Metropolitan Radio Board (MRB) of the Minneapolis-St. Paul, Minnesota, area oversees a radio system shared between many agencies
  • The Board has used a standardized template and approach to create an extensive set of standards, protocols, and procedures
  • Their document includes a template showing and describing seven elements:

Shared Systems in the Twin Cities

slide21
Interoperability OperationsDeveloping Policies and Procedures
  • A document title, control, and approvals block
  • A purpose or objective statement
  • A technical background statement describing capabilities and constraints under which the standard, protocol, or procedure is used
  • An operational context statement addressing when it is appropriate to be used
  • A recommended protocol/standard statement addressing any related criteria that state why a policy/procedure being is being established
  • The recommended procedure, itself, describing how the task is performed, including individual steps and locations of reference documents
  • A management statement describing who is responsible for supervising or managing this procedure

Shared Systems in the Twin Cities

slide23
Developing Policies and Procedures
  • Following a standardized method, you can create policies and procedures that both serve your systems and are manageable
  • What kinds of SOPs will be needed?
    • Technical
    • Operational

Create Technical Policies and Procedures

slide24
Developing Policies and Procedures
  • Some of the more common ones include:
    • Equipment management and deployment
    • Standard equipment configurations
    • Maintenance of radio caches
    • Gateway configuration, maintenance, deployment, and use
    • Outage responsibilities and standards for repairs
    • Preventative maintenance

Create Technical Policies and Procedures – Radio System

slide25
Developing Policies and Procedures
  • What do they involve?
    • PSAP, EOC, Incident Command, Tactical Operations
    • Suggested elements of the policy
      • Multi-agency, multi-discipline response
      • Use of plain language
      • NIMS/ICS

Mission-critical Incident SOPS

slide26
Developing Policies and Procedures
  • Use of unit identification
  • Radio cache activation/deactivation
  • PSAP management of gateway request
  • Gateway activation
  • Gateway deactivation

Mission-critical Incident SOPS

slide27
Interoperability OperationsDeveloping Policies and Procedures

What Does Success Look Like?

  • Region/Statewide SOP compatibility between jurisdictions, disciplines, and agencies
  • Region/Statewide integration between jurisdictions, agencies, and disciplines
safecom key drivers for progression along continuum
SAFECOMKey Drivers for Progression Along Continuum
  • Leadership commitment to achieve interoperability
  • Leadership support for collaboration across disciplines
  • Frequent usage of interoperability solutions
  • Coordination across all disciplines (Governance, Technology, SOPs, Training)
safecom local regional interoperability sops
SAFECOMLocal/Regional Interoperability SOPs
  • Progression along the continuum is a corresponding process
    • Example, if you procure new equipment but have not developed procedures for its use, you have not truly progressed along the continuum
  • Local Agency Goal:
    • Regionwide SOP Integration based on NIMS, between agencies and disciplines
slide31
Developing Policies and Procedures

What are you doing in the

area of SOP development?

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