Emergency Public Information Systems Texas Emergency Management Conference Thursday, 28 April, – Room 214B

Joint Information System Provides the mechanism to organize, integrate, and coordinate information to ensure timely, accurate, accessible, and consistent messaging across multiple jurisdictions and/or disciplines with nongovernmental organizations and the private sector. Includes: –Plans –Protocols –Procedures –Structures

The Components People Platform Policy Plans Practice

PeoplePeople PIO Networks Regional Planners Trained JIC Staff

People TakeAway: The people you need are already here, find them. The private sector can work with you on planning. Meet regularly enough to keep up with changes.

PlatformPlatform Easy to use Standardized Posts to web sites Sends Basic notification Contact management Inquiry management

PlatformPlatform Built by communication professional with JIC experience form private sector Tested in numerous crisis environments, most recently including Deep Water Horizon Company relatively responsive to our needs Interoperable with our other tools

Platform > Content Mgmt

Sort and store unlimited documents –EOP and annexes –Files too large to Protected folders Approval system built-in

Platform > Contact Mgmt

Thousands of contacts –Media –Public –Employees Maintains contact history

Platform > Inquiry Mgmt

Central repository –Web form – address –Phone bank

Platform > Hub & Spokes Single Point of Interaction RSS FacebookWebEOC Flickr Other Partners YouTube SlideShare Twitter

Platform > Hub & Spokes Single Point of Interaction RSS FacebookWebEOC Flickr Other Partners YouTube SlideShare Twitter Planned by end of 2011

Platform > Hub & Spokes One-stop-shop for JIC Open, extensible platform Free (beer and speech) tools –Wordpress –Joomla –Drupal Paid tools –PIER System

Platform > Info. Sharing Regional JIC Response Partner Local Emergency Management Partners Response Partner Response Partner Response Partner Response Partner Response Partner Local EOC Local EOC Local EOC

PoliciesPolicies Ready State vs. Active State Information security System administration Training and expansion

PlansPlans Local and Regional Public Information Plans Regional Catastrophic Coordination Plan (MACC Plan) Emergency Public Information Plan (EPIP)

Plans > Local Local plans are critical Include information sharing with region Include escalation plan Identify key resources

Plans > MACC How a MACC is established How the MACC will operate when established How the MACC communicates Emergency Public Information Annex MACC doesn’t communicate directly with public JIC staff and equipment can be MACC resources

Plans > EPIP How to form a regional JIC Resource for local JICs General PIO tool EPIP Resources: –National Incident Management System (NIMS) Basic Guidance for Public Information Officers –NRF Support Annex: Public Affairs –ESF #15 Annex: External Affairs –State Planning Standards Checklist for Annex I - Public Information – – Emergency-Public-Information-Annex-Dec-2010-pdf – Quick-Guide

Plans > EPIP JIC Workflows

Houston UASI JIC Communication Workflow Information Gathering Notifications Information Production Information Dissemination Inquiry Management Monitoring/Rumor Management Notify JIC Members of activation, initial role assignment and location. Text, phone and distributions. Confirm participation, location, and status of each participant. Collect factual information related to the incident and response. Sources include WebEOC Significant Events board, Situation Status Unit, On-scene JIC liaisons, media reports, other ICS sections, etc. Provide information in situation updates form through PIER. Create process for verifying individual facts. Work with PIO to secure IC approval for release of verified facts. Use templates to prepare initial statements. Develop “answer” documents in PIER for media responders. Identify formats for releases, quick web updates, fact sheets, answers to inquiries. Plan for photos, videos, maps and other multi-media materials. Secure fast approvals and provide to Dissemination group. Identify items needed for Special Needs populations. Distribute approved information. Maintain frequent updates on JIC website. Distribute to media, community, elected officials, response agencies and other audiences as directed by PIO or JIC Manager. Maintain updated contact lists. Provide reports as directed on distributions. Distribution methods include , fax, text and text-to-voice phone messages as directed. Establish and manage procedure for coordination activities with Liaison Officer and other audience liaisons. Field web inquiries, phone calls and s. Respond promptly and courteously with approved information only. Provide reports on inquiry activities to PIO as directed. Monitor print, online, blogs, broadcast and other social media forms using systems such as PIER MediaTools, Google Alerts, tweetbeep, etc. Develop and distribute PIER surveys as directed by PIOs and in coordination with Dissemination team to gather community and stakeholder input. Identify rumors or misinformation immediately alerting PIO of significant issues.

Plans > EPIP JIC Workflows Org Charts

PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Multi-Media Support Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web Distribution Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration WebEOC SigEv Sit Stat Unit Field Observation Monitoring tools, surveys Monitoring/Rumor Management What’s Happening Incident & Response

Plans > EPIP JIC Workflows Org Charts ESF 15 Transitional Guides

ESF15 Director (DHS Asst Secy Pub Affairs) PFO/FCO DHS Secretary President ENRCC/FEMA ESF15 Liaison PFO Principal Fed Officer FCO Fed Coord Officer EA External Affairs ESF15 EA Officer ESF15 Deputy Officer ESF 15 Executive OfficerResource Manager Asst EA State, Local & Tribal Asst EA JIC Asst EA Congressional Affairs Asst EA Community Relations Asst EA International Asst EA Private Sector Asst EA Planning & Products PFO Press Secretary ESF 15 Operations Director HQ Level Field Level Regional Coordination Regional to ESF15 Transition Info GatheringInfo ProductionOperationsInfo Dissemination

Plans > EPIP JIC Workflows Org Charts ESF 15 Transitional Guides Policy statements Public relations 101

Plans TakeAway: Use available EPIP resources to develop an EPIA to your existing MACC / Regional Coordination Plan. Sign up for a free Wiki and start your EPIP today. Steal EPIPs from others to use as starting point.

PracticePractice Functional Exercise Planned events Incorporate Public Information into exercises Don’t expect exercise organizers to know what you need to exercise

Next Steps Tighter Social Media Integration Greater integration across systems

Q & A

Mobile: Lach Mullen Regional Emergency Public Information System Administrator