1. EHCMA Emergency Management Committee
E-Notify and CAER Line Enhancement Project

2. Houston Ship Channel Region

3. EHCMA OUTREACH AREA 133 facilities 10 Cities and Harris County
7 outreach areas
6 LEPC’s
3 ports
Critical infrastructre

4. When Seconds Count
Industry must provide responsible agencies information they need to assist in making decisions for communities
Initial incident report due within 15 minutes
Emergency or Non – Emergency/ Planned or Unplanned
Rumor fills the information vacuum when information is not shared. Information spreads quickly in the public mainly through social media. How do we ensure the correct message is getting out?

5. Background of the CECC
The EHCMA Community Emergency Communications Committee (CECC) was formed in 2004 as a result of:
Inadequate communications between industry and responsible agencies
The CEC Handbook was published in 2006 to establish protocols for emergency communications between industry and responsible agencies, and were adopted by both
E-Notify was established as a best practice for emergency notification

6. Responsibilities (EPRCA)
Who is required to carry out the protocols initially established by the CECC?
Industry:
East Harris County Manufacturers Association (EHCMA) plants
Those facilities designated by an LEPC
Responsible Agencies:
City or County offices responsible for communications in the community regarding industrial or other events; e.g. offices of emergency management, 911 centers

7. Benefits of Protocols
Industry-agency collaboration produces quicker communications and improves relationships
Consistency from establishing uniform definitions of incident levels and reporting requirements
Post-event critiques which foster improvement
Provides a resource for continuity of information for new plant managers and communicators
Community expectations
Goal is to have Quick, Clear, Consistent Communications between Industry, Responsible Agencies, and their Communities at the Beginning, During, and Following Incidents  

8. Uniform Incident Level Definitions

9. Level 1 Courtesy Message (No Offsite Impact)
For events or incidents confined to the plant that won’t endanger the community
For non-emergency events or incidents noticeable to the community
Heavy flaring, fire training smoke, siren test outside of normal schedule
Issued by industry to responsible agencies
May be issued by industry or responsible agency to the public, only if the event is visible

10. Level 2 Watch (Potential Offsite Impact)
Plant alerts responsible agency
Responsible agency decides whether event may affect community
Responsible agency could put community on “watch” for further announcements

11. Level 3 Warning (Offsite Impact)
Plant alerts responsible agency
Responsible agency decides what areas need to be notified, if any; e.g. Shelter-in-Place
Targeted only to those who need to act

12. E-Notify and CAER System Update
Project Began in Early 2017

13. System Upgrade
Since 2006, the Emerge Steering Committee has been working to enhance the E-Notify system for end users
It is time for a full upgrade of the system look and layout
The CAER Line also needed to be upgraded or discontinued
Members of the Emerge Steering Committee worked with the EHCMA Emergency Management and Communications Committee to create a solution for industry and responsible agencies that seeks to eliminate some of the challenges we continue to experience and streamline the notification process

14. Upgrade Project Goals
Enhance the CAER process (eliminate call in option) and utilize updated technology to communicate to the public (web, app, etc.)
Utilize one system to submit incident notifications and CAER messages
Simplify E-Notify to make the system more user friendly
Utilize EHCMA outreach areas to promote use of the system and identify opportunities to support partner cities in the EHCMA region.
Communicate new CAER system to the public
Develop an effective training program and materials for the region for E-Notify and CAER message system
Reinforce the role of the LEPC regarding incident communications

15. Proposed Workflow Process

16. Project Implementation
Three subcommittees were established to carry out the project:
Tools/Product Development Subcommittee
Review current tools and products being utilized throughout the EHCMA region and identify opportunities for improvement to enhance communications
Work with the Emerge Steering Committee to review potential changes to the E- Notify system and receive input/feedback
Stakeholder Coordination Subcommittee
Review the enhanced tools and products, and ensure consistency with CEC Handbook
Make any needed updates to the CEC Handbook
Coordinate with key stakeholders in the EHCMA outreach areas
Training/Metrics Subcommittee
Develop an annual training plan to provide continuous training on E-Notify and the CAER system
Establish metrics for measuring utilization of the system by system users

17. Goal: Four Step Process
E-Notify Incident Report (continue notification)
Notification Options (next)
Verification Page for Incident Report (send)
CAER Message (post)
Confirmation Page showing Acknowledgements
Notes:
E-Notify report will be submitted immediately, even though the full
process has not been completed (incident report is priority)
The status bar at the bottom of each page will update as each step
is completed; serves as a visual guide for the reporter

18. Main Updates to E-Notify
Completely updated the main menu to simplify for reporters
Separated screens for incident report vs. test, training, exercise
Added report status bar at the bottom to illustrate there are multiple steps to the report
Added “Step” at top of each page or near status bar to illustrate the report progression
Added Report Verification Page before sending report
Updated Recommended Protective Actions to reduce confusion
Added option to select Incident Contact Person
Fully incorporated CAER message process to E-Notify; separate process will go away
CAER Online instead of phone system

19. Home Screen of E-Notify

21. Incident Report (Level 1, 2, or 3)

24. Incident Report Continued
Status Bar

27. Incident Report Continued - Notification Options Page

28. Incident Report Verification Page
Once you select “Send”, the E-Notify report will be submitted. You continue through the process.
Pay attention to the status bar.

31. CAER Message (Final Step)
Based on the scenario, the system will automatically pull any pre-scripted messages entered into the system.
If there are no pre-scripted messages, the system will automatically generate a standard message based on the scenario.
The reporter can still make changes to the standard message before posting.

32. This is a message from Kuraray America Septon located at Choate Rd. Pasadena,TX At 13:12 on 7/20/2017, a Chemical, Fire incident occurred at our facility. At this time, Flames/Flaring, Odor may be noticeable to the community. We are coordinating with local officials, and working to resolve the issue as soon as possible. Stay tuned to local officials for more information. Update will be provided on this site, when needed.

33. Incident Report Status Page
Based on the scenario, the system will automatically pull any pre-scripted messages entered into the system.
If there are no pre-scripted messages, the system will automatically generate a standard message based on the scenario.
The reporter can still make changes to the standard message before posting.

34. CAER Message to Website

35. CAER Message to App Example
Example from website

36. CAER App Examples

37. Measurement on effectiveness
To show plants with low incidents reported, click on 0-9 in the Incidents Reported chart.
Map immediately updates to show 95 of 163 plants with < 10 incidents reported over 15 months.

38. Export these plants to an Excel spreadsheet for downstream reporting, notification, or followup.
Snapshot the map view and combine with spreadsheet to generate reports/ s.