stanford university department operations center evacuation exercise debrief october 22, 2010
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Stanford UniversityDepartment Operations Center Evacuation Exercise Debrief
October 22, 2010
Evacuation Exercise• Debrief Overview
– My stuff• Exercise objectives• Review of the sequence of events• AlertSU mass notification performance• AlertSU Outdoor Warning System
– Your Stuff• EAP coordination• Accounting for staff• Accounting for students
• Additional exercise projects• Aerial photography, photo mapping, Twitter
Evacuation Exercise
• Exercise Objectives– To educate the campus community about earthquake response
procedures– To practice building evacuation processes and Emergency
Assembly Point coordination– To practice staff and student accountability procedures– To educate the student community about emergency procedures– To encourage units to improve local emergency response plans and
procedures– To determine a baseline for the campus emergency data collection
process
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Sequence of EventsTime Event
8:30 Establish exercise EOC at Public Safety
9:15 Briefing for exercise observers
9:50 Initiate AlertSU to staff/faculty announcing start time
10:05 Initiate AlertSU mass notification SMS to studentsActivate AlertSU Outdoor Warning System
10:15 Initiate AlertSU Interactive Survey to students
10:20 AlertSU message to Cabinet
10:35 Activate AlertSU Outdoor Warning System to conclude drill
10:35 – 4:00 DOCs collect and report data to EOC
AlertSU Mass Notification
• AlertSU to staff/faculty initiated at 9:50• AlertSU SMS to students at 10:05• AlertSU interactive survey to students at
10:15• AlertSU to Cabinet at 10:20• Monitoring of Impact to IT systems
– ITS systems (voice, email)– Cell systems
AlertSU Call Metrics for Staff/Faculty call (9:50)
Within 15 minutes
Calls initiated
Out of total
% Successful Delivery
Overall 28,184 ~30,000 93.79 22,255
Throttled Phones 5,686 ~9,800 58.23 3,311
Non-throttled phones
22,498 ~27,000 84.20 18,944
Total number of phones attempted 30,051 representing 17,181 contactsSingle pass call for this exerciseThrottling affects the following prefixes 497, 498, 723, 725, 721Overall success rate 78.65% or 23,635 phonesOverall time taken: 30 minutes (limited by throttle rate)
AlertSU Lessons Learned
• Revisit call throttling rates• Educate community about rate of
delivery issues• Educate community about “community”
response concepts• Short Code issues
AlertSU System Student Check-in process (9:15)
• Students asked to respond to an interactive survey question– Press 1 if you were in your residence hall when
the drill started– Press 2 in you were in class when the drill started– Press 3 if you were elsewhere on campus when
the drill started– Press 4 if you were off campus when the drill
started
Student Interactive Survey Results
AlertSU Lessons Learned
• Can be used to account for students• Phone call system is inefficient• Better if it were SMS based• Used Public Safety number as the caller
ID for the Interactive Survey (switch to 725-5555)
AlertSU Outdoor Warning System (OWS)
• Outdoor Warning System– Can’t be heard indoors!– Not designed to be– Voice instructions could not be heard– One siren did not activate for the all-clear – One siren activated for up to 3 minutes for
the all clear
AlertSU OWS
• Lessons Learned– Need more frequent testing– Need to monitor each installation during
testing
EAP Coordination
• Were people able to effectively collect information about their population at the EAP? If not, what would improve the process?
• Were there any EAPs that were overly crowded? If so, where did we have crowding issues?
• How would you know if a group or area did not report in to your DOC? How would you account for them?
• Building vs Departmental response
Accounting for Staff
• Faculty and staff accounted through Emergency Assembly Points and Department Operations Centers– 30 minutes to collect as much information as
possible– Checklists at EAP– Deliver information to DOC– DOC compiled information and reported to EOC
Faculty/Staff Accounting
Alumni
Athlet
ics
Bus A
ffairs
DoRDPS
Earth
Sci
Educa
tion
EH&S
Engine
ering
GSBH&S
Hoove
rIT
SLa
w
LBRE
PPO
R&DESM
C
SULAIR
Vaden
VPSA
0
200
400
600
800
1000
1200
1400
1600
1800
AlertSU Fac/Staff
AlertSU Fac/Staff
ExerciseFac/Staff
Faculty/Staff Count
Fac/Staff maximum = 9,283 Fac/Staff accounted for = 6,023 ~65%Note: 645 staff took 4+ hrs of vacation on Oct. 7
Accounting for Students
• Used three techniques for collecting student information– Counted at residence halls– AlertSU interactive survey– Counted at campus EAPs
• Students may be in many different locations– Residence hall, class, on campus, off campus
Student Accounting
@EAPsSurvey
Res Hall SurveyClass/Lab Survey
On Campus SurveyOff Campus
0
500
1000
1500
2000
2500
3000
3500
4000
Students Total Students = 18411Responded to Survey = 5709Physically counted @ EAP = 3631
General Accounting Lessons Learned
• Departments need to keep checklists up to date
• Process could be facilitated electronically but needs to be independent offline
• Need a better process for collecting information from classroom areas
DOC Experience
• School of Medicine• Athletics
Issue Tracking
• 14 of 24 DOCs reported stats on planted issues– 153 issues planted– 120 returned
• At least 4 changed substantially during the reporting process
• One generated an actual response
Additional Exercise Projects
• Partnered with Carnegie Mellon Disaster Management Initiative in Santa Clara– Aerial video of campus– Geocam mapping of field photography– Twitter monitoring
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Exercise Action Items
• Permanent classroom emergency instructions poster• Improve accounting procedures for students• Improve accounting procedures for staff• Develop more frequent testing protocol for OWS• Develop a sense of community response vs
individual response• Building response vs departmental response
OPEN DISCUSSION