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Emergency Notification Systems: You’ve purchased an ENS, now what?

Educause 2008 Mid-Atlantic Regional Conference

Jill M. Forrester

Director, Institutional Systems

Bill SpolitbackAssociate Director, Institutional Systems

Dickinson College

Overview

• Project History

• Implementation

• Results

• Lessons Learned

• Next Steps

• Things to consider

• Questions

About Dickinson College

• 4-year, private liberal arts college

• Students: 2,400

• Faculty: 230

• Employees: 524 full-time 89 part-time

Project History

• Summer 2006 – Emergency Response Committee established.

• Summer 2007 – Emergency Notification System purchased. (3N – National Notification Network)Hosted solution Individual is required to register using 3N web siteCapability to notify members using several communication

methods Individual can set communication method “priorities”

Project History (continued)

We purchased an ENS, now what?

• Fall 2007 – ENS implemented. October 2007 – Dickinson Red Alert launched. December 2007 – First use of system for weather

emergency.

Our Goal

• Implement the Dickinson Red Alert systemNeed a functional system immediately (within one month)Need a high participation rateNeed accurate data in system

Our Questions

• What data do we need to collect from individuals?

• Will we pre-populate the ENS with our campus data?

• Will the ENS cause data integrity issues with our current ERP system?

• Can we store this information in our ERP system as well as the ENS?

• How will we remind individuals to update their information?

• How will we encourage participation?

Our Approach

• 3 Phase Implementation PlanPhase I – Basic Data Transfer and Disparate System

AccessPhase II – Enhanced Information CollectionPhase III – Real-Time Data Transfer and Integrated

System Access

Our Approach

• Phase I – Basic Data Transfer and Disparate System AccessRendered the system functional very rapidlyPre-populated the ENS with data from our ERP system (Name,

Department, Hall Info, Email Address).Used 3n Member Manager administrative tool to add and

remove individuals from ENS.Launched ENS to campus community

• Individuals had to create member accounts on 3N web site

• Individuals have to maintain their contact information through the 3N web site as well as in the college’s ERP system.

• FAQ web site

• Portal channel to access 3N web site

Our Approach

• Phase II – Enhanced Information CollectionStore emergency contact information in ERP system Individual can update emergency contact information via

portal channel at any time Collect contact information using a login-interrupt through

the college’s portal• Directs individual to emergency contact information data collection

page• Individuals can opt-out if desired• Public Safety can “remind” individuals to update their information• Encourages participation in the notification service

Upload data to ENS vendor daily

Our Approach

• Phase III – Real-Time Data Transfer and Integrated System AccessUtilize the ENS vendor provided API to transfer data in

real-timeAll updates are sent real-time to the ENS vendor and the

college’s ERP system Individuals can update emergency contact information at

any time via portal channel Individuals can opt-out of the notification service Individuals are reminded periodically to update

emergency contact information via login-interrupt

Our Results

• October 2007 – Dickinson Red Alert launched

• Student and employee participation continues to increase…

Employees

Type Percentage

Faculty 57%

Administrators 88%

Staff 66%

All Employees 70%

Students

Class Percentage

2011 58%

2010 52%

2009 47%

2008 46%

All Students 50%

Results - Continued

• December 2007 – First use of system for weather emergency

Statistics for Snow and Ice Event – December 13th 2007

Notifications Sent 3305

Notifications Confirmed 1301

Unconfirmed Notifications 1920

Unreachable Members 82

Lessons Learned

• Communication is key!ENS Implementation

• Technology, Public Safety, Human Resources, Student Life, and Vendor

ENS Launch• Don’t depend on vendor provided end-user instructions• Stress the importance of the notification service to the community

members• Provide institution specific FAQs

Lessons Learned

• Communication is key!ENS Support and Improvement

• Track your participation rate• Remind individuals to update their contact information• Provide opportunity for multiple subscription drives• Expect a subscription surge after an emergency event

What’s Next

• February 2008: Phase II – Enhanced Information Collection

• June 2008: Phase III – Real-Time Data Transfer and Integrated System Access

Thinking of purchasing an ENS? Things to consider

• For which portion of your campus population are you considering providing this service? How do camps, special groups, or the childcare center for example fit into the mix and how will this affect your requirements of the prospective system?

• What emergency contact info are you already capturing? How will this info reconcile with each prospective tool? Remember: requiring your user base to update info in multiple places or loosing previously existing capabilities may be detrimental to participation rates.

Things to consider - continued

• What is the vendor’s change management procedure and service commitment? If you find an inconsistency, how quickly will you be able to have it fixed? Really understand this one!

• The obvious stuff: compatibility with your institution’s existing systems and technical skills set, availability of APIs for extensibility, well developed user interface and documentation.

Open to the Floor

• Questions

• Comments

For more information contact Jill Forrester (forrestj@dickinson.edu) Bill Spolitback (spolitbb@dickinson.edu)