1. www.interoperability.virginia.gov1 1 Commonwealth of Virginia’s Interoperability Governance Overview Chris Essid Commonwealth Interoperability Coordinator

2. www.interoperability.virginia.gov2 Agenda Full Time Interoperability Coordinator State Interoperability Executive Committee (SIEC) State Interoperability Advisory Group Initiative Action Teams (IAT’s) Recommendations

3. www.interoperability.virginia.gov3 3 Hired Interoperability Coordinator The Secure Commonwealth Panel recommended to the Governor that a position be created to work across state and local governments to coordinate interoperability efforts The position of Commonwealth Interoperability Coordinator was established in December 2003 Commonwealth Interoperability Coordinator –Within the Office of the Governor –Not linked to any one system, focus on overall coordination –Liaison between local, regional and state efforts –Focus full time on interoperable communications, not a part time job

4. www.interoperability.virginia.gov4 Virginia Planning Process

5. www.interoperability.virginia.gov5 SCIP Methodology The Statewide Communications Interoperability Planning (SCIP) Methodology is a tool that outlines a step-by-step planning process for developing a locally-driven, statewide strategic plan for communications interoperability. The SCIP methodology is the result of a collaboration between SAFECOM and the Commonwealth of Virginia. Image fills this entire area (OR originates at the upper left corner of the area outlined and is sized to the full width or height of this bounding box.)

6. www.interoperability.virginia.gov6 CICO Outreach

7. www.interoperability.virginia.gov7 Interoperability Governance Snapshot

8. www.interoperability.virginia.gov8 State Interoperability Executive Committee (SIEC) -Office of the Secretary of Public Safety -Office of Commonwealth Preparedness -Office of the Secretary of Technology -Statewide Agencies Radio System (STARS) -Virginia Military Advisory Committee (VMAC) (VMAC) -Virginia Information Technologies Agency (VITA) (VITA) -Commonwealth Interoperability Coordinator -Virginia Fire Chiefs Association -Virginia Municipal League -Virginia Sheriffs’ Association -Virginia Association of Chiefs of Police -Virginia Association of Counties -Virginia Association of Governmental EMS Administrators EMS Administrators -Virginia Association of Public Safety Communication Officials Communication Officials Local Representation State Representation

9. www.interoperability.virginia.gov9 Virginia Interoperability Advisory Group Advisory Group membership consists of the 14 SIEC members and; Virginia Department of Emergency Management Virginia Department of Fire Programs Virginia Department of Forestry Virginia State Firefighters Association Virginia Emergency Management Association Radio Amateur Civil Emergency Services Virginia Local Government Information Technology Executives Northern Virginia Chief Information Officers Northern Virginia Emergency Managers Committee Hampton Roads Planning District Commission Central Virginia Communications Board Virginia National Guard Piedmont Regional Interoperability Project Virginia Hospital and Healthcare Association Virginia National Emergency Number Association Virginia Professional Firefighters Association Virginia Department of Health Virginia Department of Transportation Virginia Port Authority Virginia State Police Virginia Department of Health’s Emergency Medical Services Virginia Department of Rail and Public Transportation Virginia Department of Criminal Justice Services Virginia Department of Game and Inland Fisheries Federal Partnership for Interoperable Communications At Large EMS Virginia Association of Volunteer Rescue Squads Virginia Campus Law Enforcement Association Wireless E-911 Services Board Capitol Region Communications Steering Committee Metropolitan Washington Airport Authority State Interdepartmental Radio System Board

10. www.interoperability.virginia.gov10 FY 2006 Activities Chartered an Initiative Action Team (IAT) to address Initiative 3 of the FY 2006 Strategic Plan: “As defined by NIMS, identify and adopt common language protocols in the Commonwealth for day to day operations and major emergency situations.”

11. www.interoperability.virginia.gov11 Virginia Sheriffs Association Virginia Chiefs of Police Virginia Fire Chiefs Association Virginia Association of Public Communication Officials Virginia Department of Corrections Virginia Department of Criminal Justice Services Virginia State Firefighters Association Virginia Department of Fire Programs Virginia State Police Localities- Fairfax, Henrico, Virginia Beach, Powhatan, Chesterfield IAT Members

12. www.interoperability.virginia.gov12 Why day to day AND mutual aid? IAT was committed to eliminating the “loophole” in NIMS Responders react with how they are trained in stressful situations We will only be successful if we live and practice common language day to day BUT, there are a few situations where coded language may be necessary for responder safety…. FY 2006 Activities

13. www.interoperability.virginia.gov13 Methodology Two questionnaires sent to Virginia’s public safety agencies One facilitated face-to-face meeting to determine recommendations On-going discussion via conference calls to continue to define the terms and recommendations Endorsements sought and received from Fire Chiefs, Chiefs of Police and State Police FY 2006 Activities

14. www.interoperability.virginia.gov14 Results –One Phonetic Alphabet –4 Situations that Require Coded Language Responder in Immediate Danger Responder Needs Assistance/Backup Responder is Taking or Recommends Taking Subject Into Custody Responder or Dispatcher is Going to Convey Sensitive or Confidential Information –All other transmissions in Plain English FY 2006 Activities

15. www.interoperability.virginia.gov15 Hire a Full Time Coordinator and ensure they are at a level of state government that will allow them to be a champion Establish a State Interoperability Executive Committee with legislation or an Executive Order Develop a Statewide Interoperable Communications Plan Ensure that the SIEC has the ability to make formal recommendations on how grant funds are spent on communication projects Have funding set aside to support implementation of the initiatives within the Statewide Interoperability Plan Recommendations

16. www.interoperability.virginia.gov16 QUESTIONS?

17. www.interoperability.virginia.gov17 Thank you Chris Essid Commonwealth Interoperability Coordinator chris.essid@governor.virginia.gov

18. www.interoperability.virginia.gov18 Supplemental Slides

19. www.interoperability.virginia.gov19 Planning Before FY 2004 FY 2007 FY 2009 The Future of Existing Communications Interoperability Initiatives Statewide Agencies Radio System (STARS) Common Language Protocols Radio Caches Interoperability Channels Management & Coordination Practitioner Driven Governance Structure Performance Measures Grants Coordination No statewide plan to coordinate local, regional and state investments Practitioner driven Statewide Interoperable Communications Plan established and leveraged Practitioner-based governance formally established & continues to drive improved interoperability State agencies operate individual communications systems that often cannot talk to one another 21 agency statewide system (STARS) implemented in Region 1 STARS fully operational statewide for 21 agencies and interfaces with localities are coordinated No statewide communications baseline exists to identify gaps and solutions A statewide baseline survey conducted for equipment, polices, SOP’s, frequencies, etc. Baseline survey information used to identify gaps and opportunities to select best solutions Localities and disciplines use thousands of differing 10-codes Common language best practice established and endorsed by major public safety organizations Common language adopted and used statewide for day to day and mutual aid situations Limited radio cache available for major emergency situations and mutual aid events Large cache exists in the NCR and a 30 radio cache exists at each Virginia State Police Division Regional radio caches implemented in Hampton Roads, Richmond and other metro areas as required Interoperability channels programmed into radios vary by region and locality NPSPAC, VTAC, UTAC national interoperability channels required in all portable radios by SIEC All portable radios have the same interoperability channels with standardized channel names No mechanism for locals to bring interoperability issues to the state level State Interoperability Executive Committee (SIEC) and Advisory Group established Funding is distributed on a case by case basis by multiple agencies with little coordination SIEC coordinates grants to ensure alignment & compliance – over $9.2 million prioritized by SIEC The SIEC continues to make recommendations on all state interoperability funding for voice and data communication projects No statewide measurement of interoperability to show progress Performance measures established to determine the effectiveness of the interoperability effort Interoperability baseline established with multiple years of measurement showing improvement Communications managed on local or regional level with little coordination across borders CICO merged into the Governor’s Office of Commonwealth Preparedness CICO in Governor’s budget & continues to effectively manage interoperability improvement Update and refinement of the Plan continues to incrementally improve communications Baseline Survey

20. www.interoperability.virginia.gov20 Accomplishments

21. www.interoperability.virginia.gov21 Major Achievements Established the Project Management Office within the Commonwealth Interoperability Coordinator’s Office Hosted three annual Virginia Interoperability Communications Conferences (VICC). The 2006 VICC saw 320 participants. Developed and currently implementing FY 2007 Plan Secured an Executive Order formally establishing the State Interoperability Executive Committee (SIEC)

22. www.interoperability.virginia.gov22 Major Achievements (continued) Since 2004 the SIEC has conducted competitive grant processes that has resulted in $4.1 million in local interoperability grants Improved coordination among Virginia’s state agencies for interoperability projects Disseminated an RFP to conduct a statewide inventory of communications equipment, governance, and operating procedures Established Virginia’s Common Language Protocol to transition from 10-codes to plain language as required by NIMS

23. www.interoperability.virginia.gov23 Grants Overview

24. www.interoperability.virginia.gov24 Charlottesville-Albemarle-UVA received a $6 million FEMA FY 2003 Interoperable Communications Equipment grant Arlington, Fairfax, Loudoun, and Prince William Counties and the City of Alexandria are a part of the National Capital Region (NCR) and have spent $55 million in UASI funding for voice and data interoperability projects The Virginia Beach MSA and Hampton Roads Planning District Commission has received a total of $12.5 million In Interoperability Grants from UASI and COPS The Richmond MSA used $3.3 million of $6 million in UASI funding for interoperable communications needs The Lynchburg and Roanoke MSA’s received $1.4 million 2006 COPS Interoperable Communications Technology Grant

25. www.interoperability.virginia.gov25 Why Regionalism? DHS requires a regional approach for distributing grant funds Regionalism will help the CICO work with stakeholders and additional members of the public safety community to: –Discern the effectiveness of previous plans –Discover new challenges –Continue to involve a multitude of stakeholders in driving the Commonwealth’s direction in regards to interoperability

26. www.interoperability.virginia.gov26 The Plan Support the goals and initiatives of the Plan Clearly show how the project or equipment needed addresses multiple disciplines and jurisdictions Comply with NIMS Adopt the Common Language Best Practice Ensure equipment is on the AEL or has an exception letter on file

27. www.interoperability.virginia.gov27 The Plan Ensure all subscriber radios are programmed for mutual aid and interoperability channels Show proof of appropriate FCC licenses Comply with XML Comply with Project 25 as appropriate Comply with all other federal grant guidance that is provided with the RFP

28. www.interoperability.virginia.gov28 Current Funding Cycle Funding available to localities as a result of DHS funding allocations Approximate release date of RFP – February 2007 Applicants must comply with a preferred project list for funding –List was determined by interoperability investment submitted

29. www.interoperability.virginia.gov29 National Preparedness Goal Priorities 1.Implement the NIMS System and the National Response Plan 2.Expand Regional Collaboration 3.Implement the Interim National Infrastructure Protection Plan 4.Strengthen Information Sharing and Collaboration Capabilities 5.Strengthen Interoperable Communications Capabilities 6.Strengthen CBRNE Detection, Response, and Decontamination Capabilities 7.Strengthen Medical Surge and Mass Prophylaxis Capabilities

30. www.interoperability.virginia.gov30 Authorized Equipment List Go to http://www2.rkb.mipt.org/ and log onto the Responder Knowledge Base for current AEL information http://www2.rkb.mipt.org/ If the equipment is not listed on the AEL for the appropriate funding cycle, exceptions can be granted.

31. www.interoperability.virginia.gov31 Authorized Equipment List To gain an exception for equipment not listed on the AEL: Contact Chris Essid to see if the purchase is in line with the state goals and objectives Then his office will verify with VDEM that the equipment is an allowable purchase (sometimes this may have to be approved by DHS).

32. www.interoperability.virginia.gov32 Interoperability Continuum

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35. www.interoperability.virginia.gov35 Gather Regional Data From Leaders at the VICC Regional Focus

36. www.interoperability.virginia.gov36 Grants for Communication Projects 2005 Local Interoperability Grants 2006 Local Interoperability Grants Grants from 2003-2006

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42. www.interoperability.virginia.gov42 Voice & Data Communication Projects Statewide Agencies Radio System (STARS) State Interdepartmental Radio System (SIRS) WebEOC Virginia Geographic Information Network (VGIN)

43. www.interoperability.virginia.gov43 Statewide Agencies Radio System (STARS) VHF High Band digital trunked system that is P25 compliant for voice and data Will provide necessary and reliable communications for 20 participating state agencies by upgrading the existing Virginia State Police land mobile and microwave radio networks STARS will consist of 80 microwave sites, 45 land mobile sites, VOIP, P25 compliant with open architecture 134 localities will given an RF talk path which will allow patches to be created when needed and then these localities will be able to talk with other localities or state agencies using the STARS infrastructure

44. www.interoperability.virginia.gov44 STARS Mobile Data Beyond voice, STARS enables access to data needed for first responders to be better prepared and informed for enhanced decision making intelligence. The Commonwealth will be one of the first states to employ an Integrated Voice and Data (IV&D) land mobile radio architecture that uses the same mobile radio for both voice and mobile computer communications. Integrating the voice and data networks saves the Commonwealth the expense of a separate data infrastructure with an additional radio/modem in each vehicle. The IV&D infrastructure will also provide Over-the-Air Re-Keying (OTAR) of the radio encryption, a recent technological innovation. This allows the encryption codes resident in the vehicle’s equipment to be managed remotely. The system provides responders in the field: –Remote access to law enforcement databases –Intra-agency and inter-agency text messaging –Interfaces with Virginia State Police (VSP) Computer Aided Dispatch –Global Positioning System (GPS) support for Automated Vehicle Location (AVL)

45. www.interoperability.virginia.gov45 STARS Interoperability VHF and 800 MHz wireless communications for 6 tunnels: Big Walkers Mountain, East River Mountain, Hampton Roads Elizabeth River Downtown, Elizabeth River Midtown, Monitor/Merrimack Project 25 compliant which will allow various vendor equipment that is P25 compliant to work with the system Dual Band 700/800 MHz portable radios will be able to directly communicate with local and regional 800 MHz systems via 700 MHz vehicular repeaters Transportable site with 50 portable radios that can be moved to disaster sites to assist with disaster recover efforts Questions concerning STARS should be addressed to the STARS Program Director Captain Michael E. Bolton at (804) 646-2022.

46. www.interoperability.virginia.gov46 Commonwealth’s Link to Interoperable Communications (COMLINC) COMLINC will allow the opportunity for communication systems in 700MHz, 800 MHz, UHF and VHF to communicate Allows dispatchers within counties and cities to establish up to eight patches One of the paths will come back to the STARS network and the locality dispatcher may use the other patches to connect agencies within the jurisdiction or to other localities The State Interoperability Executive Committee approved a $1.5 million pilot project in conjunction with the Office of Commonwealth Preparedness to implement this Voice over Internet Protocol (VoIP) technology. –Links 14 localities in Richmond region –Will leverage lessons learned before funding statewide Lynchburg and Roanoke MSA’s were awarded $2.3 million in COPS grants to implement COMLINC –Will link at least 30 localities in the Roanoke and Lynchburg regions

47. www.interoperability.virginia.gov47 State Interdepartmental Radio System (SIRS) SIRS is a statewide low band frequency at 39.54 MHz that has enabled multiple law enforcement agencies the ability to communicate since 1978 Primarily used by sheriffs departments and police departments when communicating with the Virginia State Police or other localities while traveling outside of their primary radio footprint SIRS will continue to be used after the new Statewide Agencies Radio System (STARS) is built

48. www.interoperability.virginia.gov48 Web EOC-Data Interoperability between State & Local Emergency Operation Centers Virginia State EOC acquisition –W eb-based emergency management communications system –Partnering with VDOT, VDH and other state agencies –Allows data interoperability with Maryland & D.C. EOC’s –Localities will have access to state activity and data via Web –Allows EOC’s to create event logs and share information For more information please contact Harry Colestock at (804) 674-2408

49. www.interoperability.virginia.gov49 Virginia Geographic Information Network (VGIN) Developed a base map for the entire state so that GIS data can be the same throughout VA Will allow data to be loaded onto maps as layers to give first responders and dispatchers better information Data collection is a local driven process that involves the localities as the key stakeholders; data is only good if accurate Working with the E 911 Wireless Board that funded the Virginia Base Mapping Program For more information about VGIN please contact Bill Shinar at (804) 786-8175

50. www.interoperability.virginia.gov50 CapWIN – Capitol area Wireless Integrated Network Capital area Wireless Integrated Network (CapWIN) project is a partnership between the States of Maryland, Virginia, and the District of Columbia CapWIN will allow officers to run queries from the following crime databases in all three jurisdictions –National Crime Information Center (NCIC) –Virginia Criminal Information Network (VCIN) –Maryland Integrated Law Enforcement System (MILES) CapWIN can be implemented with: (1) commercial connection (2) off the shelf laptop and (3) CapWIN license City of Waynesboro Police Department implemented CapWIN for mobile data computing