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COGNITION, LLC and COGNITION, LLC and URBAN PREPAREDNESS, Inc. URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience No Cost and Low Cost Resilience Strategies Strategies for Institutions of Higher Education for Institutions of Higher Education FEMA/EMI Annual Higher Education FEMA/EMI Annual Higher Education Conference Conference June 2012 June 2012 1 Confidential and Proprietary

COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

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Page 1: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

COGNITION, LLC and COGNITION, LLC and

URBAN PREPAREDNESS, Inc.URBAN PREPAREDNESS, Inc.

No Cost and Low Cost Resilience StrategiesNo Cost and Low Cost Resilience Strategies for Institutions of Higher Educationfor Institutions of Higher Education

FEMA/EMI Annual Higher Education FEMA/EMI Annual Higher Education ConferenceConferenceJune 2012June 2012

1Confidential and Proprietary

Page 2: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

• Welcome

• Housekeeping & Format

• Introductions – Panel– Participants

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Page 3: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

ObjectivesAt the end of this session, participants will:

– Have an illustrative historical background of disaster impacts on campuses

– Understand some of the challenges and approaches of campuses in moving toward being prepared or disaster resistant

– Identify several key issues requiring attention including communication and continuity of operations

– Walk away with numerous no cost and low cost strategies that can be implemented on any campus or via an online program that will result in higher levels of preparedness awareness and readiness

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Campus Preparedness Overview

Eugene GloverEnterprise Architect

Cognition, LLC

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Need for Preparedness

• Ensure Safety of the Campus Population

• Ensure Quality of Education Processes• Interruptions to teaching and research

• Significant business losses measured by faculty and student departures

• Drops in research funding, and increases in insurance premiums

• Recruitment and Sustainment

• Emergency Response

• Planning

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Key Challenges to Preparedness

• Staffing

• Program development

• Funding

• Hierarchy and organizational placement within the institution

• Myriad of other roles and responsibilities

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'How Safe Is Your Campus?'

Survey Results: Universities

More than half of university respondents believe their police and/or security officers receive enough training, are paid a fair wage for their duties, and are satisfied with their jobs…leaving a

significant minority who indicate challenges in these areas (Gray, 2010).

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'How Safe Is Your Campus?'

Survey Results: Universities

Nearly half of university respondents (48 percent) say they don't have enough staff (Gray, 2010).Confidential and Proprietary

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'How Safe Is Your Campus?'

Survey Results: Universities

Although 40 percent of university respondents expected that they would not have as much money or resources to dedicate to safety and security in 2011, only 15 percent

expect to have fewer police or security personnel (Gray, 2010).

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'How Safe Is Your Campus?'

Survey Results: Universities

More than four in five (82 percent) of university respondents say their institutions have good relationships with other agencies (Gray, 2010).

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Weapons (or the lack of weapons) is a sore spot for nearly half of university respondents. Forty-nine percent say they don't have

enough and the right kind of weapons (Gray, 2010).

'How Safe Is Your Campus?'

Survey Results: Universities

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'How Safe Is Your Campus?'

Survey Results: Universities

Survey respondents say the recession will continue to impact higher education public safety and security budgets next year.

Only 15 percent expected budget increases in 2011 (Gray, 2010).

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'How Safe Is Your Campus?'

Survey Results: Universities

More than a third of higher education survey takers don't believe their departments and institutions could properly respond to an active shooter or active bomber incident (Gray, 2010).

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'How Safe Is Your Campus?'

Survey Results: Universities

A whopping 80 percent of university respondents believe their institution's top administrators understand that safety and security

on campus is serious business, but only 48 percent say they have enough money, resources, or personnel (Gray, 2010).

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'How Safe Is Your Campus?'

Survey Results: Universities

When it comes to drug and alcohol abuse, sexual assault, and domestic/relationship violence, nearly three in four survey takers agree strongly or somewhat that their

universities have appropriate policies (Gray, 2010).

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'How Safe Is Your Campus?'

Nearly three in four respondents give high marks to their institutions’ emergency/crisis plans and weather/natural disaster preparedness (Gray, 2010).

Survey Results: Universities

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'How Safe Is Your Campus?'

Hazmat incident preparedness is the one emergency management area where a significant minority (29 percent) express some or a lot of concern (Gray, 2010).

Survey Results: Universities

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Preparation as Perception

Visualization

Education

Participation

Practice

Advertising

Reference:Gray, Robin Hattersley (2010). How safe is your campus? Survey results: Technology. Campus Safety. Yearbook, 2011, p.15.

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Campus Experience“Leverage, Collaborate and Win”

Clint Wallace, USAF (Ret)CEO

Cognition, LLC

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Nationally Applicable “Needs”

• DP Considerations (Threats, Vulnerabilities, Gaps, Risks, Social Media, Improvement Metrics)

• DP Requirements (Budget, Plans, Staffing, Resources, Practice, Practice, Practice)

• DP Support (Buy-in: Students, Admin/Faculty/Staff, Community Partners / Stakeholders)

• DP Success = Strong Positive Leadership!!! (Educated, Committed, Engaged, Decisive)

• DP Hind Sight is ALWAYS 20/20 - “If it’s Nobody’s Job … It Doesn’t Get Done!!!

Cross-SectionOf

Visits / Interviews

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Faculty / StaffFaculty / Staff

Campus Experience: Multi-Dimensional Enterprise

(Campus Security)

Budget RealitiesCommunications

Disaster Preparedness Plans / Exercises

Cognition, LLC Proprietary Information

Stude

nts

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University / College Environment“A Real Balancing Act”

- Academia Focus (Multi-disciplines Mixed Emphasis) Curriculum (Relevant, Current, Evolution) Research Interests (Targeted, Value Added) Transition Conduit (Workforce, Greater Good)

- Full Time Equivalent (Enrollment Numbers) Student Recruitment (Demographics) Student Retention (2 years / 4 years) Revenue Generators (FTE Offerings)

- Competing Priorities (“As Is vs.. To Be”) Academics Programs (Degrees, Certifications, Life Long Learning Training,

Accreditation) Housing (Build / Renovate / Physical Plants) New Starts (Projects, Inter-Departmental Competition, Funding) 22Confidential and Proprietary

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Fiscal Imperatives

- Budgetary Constraints (Priorities, Cuts vs.. New Starts, Invest vs.. Spend) Salaries / Facilities / Infrastructure (Physical Plants, Housing,

Stadiums) Endowments, Donations, Grants, Full Time Equivalents (FTE) Extra Curricular Activities / Events (Sports, Workshops, Conferences)

- Business Climate /Culture (Business Development Construct) Profit and Losses (Operating Cost, Maintenance Cost, Alternative Energy, Taxes) Administration / Faculty / Staff (Salaries, Benefits Packages, Retention, Tenure) Revenue Generation (FTEs, Extra Curricular Activities, Active Solicitations, Fed

Funds)

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Tug of War

- Visionary vs. Line- of- Sight Approach (Comprehensive: Board / Administration / Faculty) Board of Directors / Alumni (Policy, Local/ National Clout, Support Systems) Administration / Faculty (Guarded, Optimistic, Opportunistic) Strategic Plan (+5 years: “Where are we Going and How will we get There???”)

- Community Influence (Location, Cultural Nuances, Topographic, Climatic ) Public Relations (Attractions, Mutual Benefits) Stakeholder Support (Partnerships/ Sponsors/ Collaborations) Economic Landscape (Business /Industry, Tax Base, Contributors , Projected Growth)

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Page 25: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

Area Needing Attention

- Campus Security (Awareness, Mitigation, Mutual Support, Enhancements, Budget Increase)

Daily Events (Unauthorized Access, Accidents, Fights, Theft, Fire, Cyber Security)

Disaster Preparedness (Plan, Staffing, Resources, Training, Internal Exercises, Connectivity)

Catastrophes (Education, Partnerships, Major External Exercise/ Experiment Participation)

Feedback / Innovations Portals (Students/ Parents/ Stakeholders/Partners/Community)

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(HLD)

(HLD)

(HLD)

(HLS)

= School = Chemical Plant

= Airport

= HLD HQ

= Major Storm System= Sea Port = Military Bases (USAF, USN, USCG)

= Tourists

The C.A.R.E. CoE = The Perfect Joint Live and Virtual Lab

7. Offshore Oil Riggs

6. High Jack Aircraft

3. Terrorist Plot

2. Hostage

1. Hostile Parent

4. Major Hurricane

SCENARIOSAMPLES:

5. Cargo Ship Container

= Oil Riggs

26Confidential and Proprietary

Page 27: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

L.E. Helio Ops.Sheriff

Health Dept.

Sea Port-USCS

Fire Dept. Emerg. Med. Serv. Clergy Air Port-TSA Medical Evac.

Corrections

Regional Planner

Police

911 Call Ctr.Medical Center

Emergency Operations Center

Center of Excellence for

Community Awareness Resilience

Enhancements (C.A.R.E.)

Advisory Council

The Community Awareness Resilience Enhancement(C.A.R.E.)

CoE = The Perfect Joint Live and Virtual Lab

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Page 28: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

CoE Nat’l/Regional Partners “Coalition Of the Capable”

DODUSNOCOM

NG

USAFLAB

USCG

USNLAB

DHSEmergency

Services

DOJ

ATTYGEN DJJ

DOEd.GCCC

Public Safety Div.

911 CALLEOC PORT

ATUH

CoECommunity Awareness

& Resilience Enhancements

LE CORR.FD

DOT

TSA

HD/CS Maritime

MaritimeLOUISIANA STATE UNIV.

JACKSONSTATE UNIV.

BATON ROGUECOMMUNITY COLLEGE

BAKERSFIELDCOLLEGE

28Confidential and Proprietary

Page 29: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

National Center

Of Excellence

= Centers of Excellence

= Current State and Local ITAGC Detail Assignees)

Projected Partnerships Also Include Ready Campaign, Ad Council, and Citizen Corps

(All Connected Via E-Learning)

NATIONAL CENTER OF EXCELLENCE Community Awareness Resilience Enhancements (C.A.R.E.)

(FEMA Regional and Community College Alignment)

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Campus Experience Summary: “Leverage, Collaborate, Win!”

• National, Regional, State /Local (Policies, Plans, Programs, Mutual Aid Agreements, Funding)

• DHS ‘Centers of Excellence / FEMA EMI (Research, Best Practices, Innovations, Partnerships)

• Social Media (Creative Uses, Mitigate Negative Impacts, Solicit Student Inputs)

• Notification Processes (Current Infrastructure, Proven Enhancements, Decision Support)

• Exercises Imperative (Realistic Scenarios/Vignettes, Mutual Efforts, Metrics/Feedback)

• EOC/911 Call Centers Capabilities (Campus-wide, Local Community, Live/Virtual/Sim Exercises)

• Recent “Real World” Lessons Learned ( Man-made/Natural: Events, Disasters, Catastrophes)

• Strong Positive Leadership!!! (Educated, Committed, Engaged, Decisive)

• DP Hind Sight is ALWAYS 20/20 - “If it’s Nobody’s Job … It Doesn’t Get Done!!!

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Page 31: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

Charles Snead, USAF (Ret)

Chief Technology Officer

Cognition, LLC

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What is Enterprise Modeling (EM)

EM consists of people, processes and a toolset– Employs object-modeling techniques to allow for analysis of complex problems– Facilitates both horizontal and vertical communication, internal and external to

the programmatics EM toolset includes innovative modeling software• Allows visualization and understanding of complex systems

– Operational systems (911 call centers, 2000)– Business systems (organization, workflow and information)– Knowledge management systems (documents, events, tasks, issues, contacts)– IT systems (hardware, software and interfaces)– Biological systems (structure, function and behavior)

• Employs a schema-less database• Supports construction of object models• Provides XML interoperability• Allows for multiple visualization avenues

– Lists, tables, trees, images, diagrams, narrative, web pages and forms• Extensible capability through web forms and web pages• Extensible data model

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What is the proposed approach?

• Collect information– Comprehensive discovery and objective investigation of all sources– Vendors, emergency managers, first responders, emergency support

functions , users, trainers

• Combine the information to construct a model– Every datum is an architectural element, exhibiting type characteristics– Every datum resides within a context, associated with other elements

• Analyze the information, synthesize conclusions and summarize findings in operational language

• Provide recommendations to support developmental, programmatic and emergency management operations / decision making– Satisfaction of operational need and relevance– Migration paths and associated strategies

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What needs to be done?

• Determine the true capability of the baselines and variants– In objective, macro-level, unambiguous language.

• Provide a basis for comparative analysis of multiple risk events, organizations, technology and training programs – Determine commonality, redundancy, variability and consistency in

implementation.

• Provide a basis for the evaluation of other (not capability-related) attributes and properties of emergency management / disaster preparedness components:– Effectiveness (fitness of purpose)– Utilization, extent of usage– Suitability for re-use – Stability (degree of change over time)– Performance

Provide a mechanism for the evaluation of candidate best practices, standards and interoperability to determine suitability.

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What is different about this approach?

• Unbiased– Proponents of this approach do not produce, advocate or sponsor

products, software or tools.

• Simple– This approach employs innovative means to manage complexity, promote

shared awareness among the teams and managers, and visibility for users and stakeholders.

– The methodology facilitates a common understanding of the problem and uses simple, well-understood, validated and authoritative processes to achieve incremental solution results.

• Adaptable and Extensible– Tools and processes are expandable and change-friendly, allowing

multiple mechanisms for expansion of tool capability, tool utilization and process improvement to accommodate new requirements as they inevitably emerge.

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EMI Domain Model

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Page 37: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

Disaster Preparedness Planning Cycle

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Mobilization

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Response

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Response Planning Cycle

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Situation Awareness

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De-mobilization Planning

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No Cost & Low Cost Strategies

Blythe Joy Patenaude, MBAPresident

Urban Preparedness, Inc.

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Page 44: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

No-Cost Strategy #1: Student Education

• Participate in New Student Orientation programs each semester providing preparedness basics:– What is Emergency Preparedness and three things all students need to

know: Pack, Plan, Practice • Pack a 3 day kit – keep a case of water under your bed, PB, Jelly, crackers,

etc. in “critter-proof” containers (dorm/apartment, car, backpack). Phone numbers and medication are critical.

• Plan alternate housing, evacuation routes, communication. Professors should give instructions for evacuations on the first day of class.

• Practice class room evacuations and participate in exercises/drills

– Discuss Emergency Preparedness Plan and where to find it on the school’s web site

– IMOK protocols for parents, dorm counselors/roommates

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Page 45: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

No Cost Strategy #2Faculty Education

• Participate in Faculty Orientation. Ask the Provost if you can provide some emergency preparedness guidance to professors.

• Emergency preparedness basics:– What is Emergency Preparedness and three things all faculty need to know: Pack, Plan, Practice

• Pack a 3 day kit – keep a case of water and some basic food items in your office in “critter-proof” containers (office, car, backpack). Phone numbers and medication are critical if you have to shelter-in-place.

• Plan alternate housing, evacuation routes, communication. Professors should give instructions for evacuations on the first day of class. Inform students that in the event of a building evacuation, they are required to meet you at an identified location outside of the building and check in with you before taking off. Students who do not check in will be assumed to be in the building and missing and unaccounted for. Professors are to assume that all fire drills are actual events and should evacuation immediately.

• Practice class room evacuations and participate in exercises/drills– Discuss Emergency Preparedness Plan and where to find it on the school’s web site– IMOK protocols for spouse, partner, children, provost.

• Office essentials – identify “must take” items in event of an evacuation (discs, grades, research). Put in one place to grab, inform assistant, or consider keeping in special safe. Suggestions?

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Page 46: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

No Cost Strategy #3University Staff Education

• Participate in all Orientation Programs for New Employees sponsored by Human Capital Mgt.

• Indicate where Emergency Plan is on website. Urge to be clear about what unit protocols are for emergencies.

• Provide Preparedness Basics (Pack, Plan, Practice)• Identify “Essential Personnel” and support efforts to help them

prepare their families so they can attend to their university responsibilities. A prepared family with a Plan means that your employees are likely to stay on site.

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Page 47: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

No Cost Strategy #4Increase Support

• Develop C-CERT teams by school (students, faculty, staff)• Develop C-CERT teams by dormitory (floor counselors)• Develop C-CERT teams by organization (SGA, Greeks,

others)• Involve building engineers in C-CERT protocols• Initiate a Medical Reserve Corps unit (medicine, nursing,

allied health, dentistry, pharmacy, social work)• Network with ROTC

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Page 48: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

No Cost Strategy #5Business Continuity of Operations

• Provide an Internship opportunity in the office of Risk Management or develop an Independent Studies task for students to help educate identified and cooperating/ collaborative units on campus.

• Explore an opportunity to work with the School of Business in developing a course or workshop exposing students/faculty/staff to COOP principles.

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Page 49: COGNITION, LLC and URBAN PREPAREDNESS, Inc. No Cost and Low Cost Resilience Strategies for Institutions of Higher Education for Institutions of Higher

No Cost Strategy #6Stress Resilience

• Managing stress is an important skill that most college students need to learn.

• Conduct Stress Resilience workshops for students (faculty/staff) on how to identify symptoms of stress, how to manage it, and how to prevent stress from managing them.

• Consider using a stress inventory worksheet (see handout)• Involve the Student Health Center or other mental health

professionals• Train professors on how to deal with PTSD episodes in the classroom,

who to contact if they suspect that a student is in crisis, and other university-identified concerns

• Provide confidential reporting mechanism for students

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No Cost Strategy #7Divide and Conquer

• Students wishing to obtain credit for Independent Studies could select a school or university unit, develop a preparedness plan and work with their supervisor (Dean, Campus Safety Chief, etc.) to implement the plan, or a portion of it.

• Final papers should include addressing areas of denial, resistance, support, and a recommendations for Next Steps --- which could be followed-up by the next student.

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No Cost Strategy #8September is National Preparedness Month

• Decide on at least one event to host during the month promoting emergency preparedness education

• Conduct one exercise or fire drill. Contact SafeAmerica to let them know your college or university participated in the Drill Down to Safety initiative and give them a numbers count. Use this as a vehicle for public relations and public education.

• Conduct a Preparedness Fair

• Review the hand out and select other activities

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No Cost Strategy #9Conduct a SWOT Test of Your Campus

• This could be a class project or a group project for several students as an elective or independent studies project.

• Make this a collaborative effort providing “free” help to the university’s President, Campus Safety/Security Chief, Emergency Manager, Director of Residence Life, Facilities Manager, and others

• Conduct Needs Assessments and offer concrete solutions.

• Maintain strict confidentiality of all information/materials

• Consider seeking outside funding

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No Cost Strategy #10Notification is Not Enough

• Reference: EMI All-Hazards for Universities and Colleges

• Utilize IMOK strategies to minimize parent calls and to maximize immediate identification of safe students

• Encourage utilization of identified APPS

• Communicate protocols to parents and encourage cooperation and communication of emergency plans

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Questions?

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Contact Us:Blythe Joy Patenaude, President

Urban [email protected]

(202) 385-0906

Clint Wallace, CEOCognition LLC

[email protected](850) 774-4091

Gene Glover, Enterprise ArchitectCognition LLC

[email protected](703) 408-3903

Charles Snead, CTOCognition LLC

[email protected](703) 371-9875

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