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Carl Sofranko
Ohio EPA
Division of Drinking & Ground Waters
8/6/08
References / Acknowledgements
� US EPA Publication- “Security Information Collaboratives: A Guide for Water Utilities”
http://www.epa.gov/nhsrc/news/news051805.html
� Scott Minamyer & Jonathan Herrmann
� US EPA National Homeland Security Research Center
� Susan Ruggles
� EPA Water Security Division, Washington D.C.
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Overview� Definition of a Collaborative
� Steps to forming a Collaborative
� Operating and Maintaining
� Benefits of Information Collaborative
� Making a Successful Collaborative
� Recap
3
What is a Security-Information
Collaborative?
� A group of organizations & agencies formed to share information & address common issues regarding security (water security).
� Informal “ad hoc” group
� Formal Organization
� Charters
� Missions Statements
� Budgets
� Regularly scheduled meetings
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Types of Collaboratives
� Utility to Utility
� Utility to Public Health
� Utility to Law Enforcement
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Benefits of a Security-Collaborative
1. Enhance drinking water & wastewater security and public health
1. Develop working relationships with the people on whom they will rely on during an emergency
1. Share information from a variety of sources
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Benefits of a Security-Collaborative
� Improved detection, response, recovery
� Working knowledge/understanding of different professional disciplines
� More effective use of different skills & resources
� Sense of trust & community among organizations
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Benefits of a Security-Collaborative
� ID & eliminate obstacles that prevent cooperation
� Joint project development
� Enhance problem-solving & team-building
� ID & coordination of inter-organizational dependencies
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1. Evaluate your current situation
to determine whether a
collaborative is necessary
� What do you know about your neighboring utilities?
� Do you know if they’ve done VAs? Findings?
� What do you know of their ERPs?
� Do they conduct security exercises?
� What do they know about your utility?
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1. Evaluate your current situation
to determine whether a
collaborative is necessary
� What would you like for them to know?
� Are opportunities for regular interaction already available?
� Do you regularly interact with these utilities (in non-emergency settings)?
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2. Identify organizations that
should be part of the collaborative
� Water & Wastewater utilities in the region
� State primacy agency (Ohio EPA)
� County Emergency Management Agency (CEMA)
� Local or State health department
� Local Fire, Police, EMS, others
� Local Emergency Planning Committee(s) (LEPCs)
� Joint Terrorism Task Force(s) (JTTF) w/in Co. EMAs
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2. Identify organizations that
should be part of the collaborative
� Laboratories (sampling)
� Universities (specific expertise)
� Military Installations
� Regional FBI office
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3. Obtain upper management
support & keep them informed
� This is critical to the formation and maintenance of the collaborative
� Financial support, linked to time away from “normal duties” of members of the group
� They can ensure necessary resources are available
� Regular reporting to them validates efforts
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4. Invite potential members to
meet and discuss its formation
� Understand what each member organization can contribute
� Identify common areas of concern
� Develop a mission statement
� Personality types- are they “right” for the group? , …functionally speaking
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4. Invite potential members to
meet and discuss its formation
� Group dynamics / individual personalities have a significant impact on the outcome
Form – Storm – Norm – Perform
Form: the group is brought together
Storm: members express views, state expectations
Norm: eventually the group “normalizes”, realize the value of working together, & seeks agreement
Perform: the group agrees on future joint actions
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5. Establish a meeting schedule
and location
� Successful Collaboratives meet regularly
� Face-to-face meetings are best, especially at the beginning of the process
� Example: Once per month, 3rd Thursday 2-5pm
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6. Agree on how the
Collaborative will be run
� Is a formal “charter” or memorandum necessary?
� Will you have a Chairperson, who develops the agenda, facilitates meetings, prepares notes and follow-up action items? (if not, spread the wealth)
� Will you have a budget?
� How will members communicate between meetings?
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7. Establish goals and specific
steps for achieving them
� Short-term & long-term goals
� Involve each organization & the Collaborative itself when creating goals. Win/win situations
� Goals will change & evolve as progress is made
� Example: Initially focus on VAs, then ERPs. Next goal�mutual aid agreement, preparedness exercises…& so on
� Periodically review your “charter”, i.e. purpose
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Operating & Maintaining a
Security-Information Collaboration
� Remain flexible- The goal of the Collaborative is to collect and share information over the long run.
� Meet as often as necessary- may not have to meet monthly, might be quarterly. After initial meeting, conference calls & emails.
� Share the work- rotate duties
� Establish an Agenda- stay focused & manage the discussion
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Operating & Maintaining a
Security-Information Collaboration
� Commit staff time to water security- Utilities should already have a person(s) taking on the water security role. They should be involved in a Collaborative of this nature
� Involve senior management- support the process, give resources, time & authority to participate fully in the group. Keep senior management fully informed in turn
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Operating & Maintaining a
Security-Information Collaboration
� Make best use of your resources- learn about each member’s organization, & how it can benefit yours, and the group as a whole, &/or the community
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Benefits of a Security-Information
Collaborative
� Conducted a joint security tabletop exercise
� Involved local police, fire, FBI, HazMat
� Established a secure communications network
� Developed a PowerPoint presentation on the formation and nature of their Collaboration, which members present to help other utilities form the same type of Collaborative
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Benefits of a Security-Information
Collaborative
� Created a mutual aid resource list that enables members to share equipment and expertise
� Develop a set of generic tabletop exercises to share among the member organizations and other utilities
� Generate an emergency notification tree
� Developing a generic guide for water system response to emergencies
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Benefits of a Security-Information
Collaborative
� Develop(ing) a “Matrix of Risk of Cryptosporidiosis to People Who Drink Milwaukee Water”
� Develop(ing) a cost/benefit model to explain the risks identified in the Matrix
� Identified all counties, cities, and police departments with jurisdictions where water & wastewater utilities are located
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Benefits of a Security-Information
Collaborative
� Met with patrol commanders, communicated critical system assets, provided GIS maps
� Provided facility tours to all local police, inform officers of chemical, nature & function
� Met with local FBI field office, discuss protocols
� Regularly communicate with local law enforcement to share threat information, discuss issues of concern
� TEAMWORK among member organizations
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Recap
� Definition of a Collaborative
� Steps to forming a Collaborative
� Operating and Maintaining
� Benefits of Information Collaborative
� Making a Successful Collaborative
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Contact Information
Carl Sofranko
Ohio EPA
Division of Drinking and Ground Waters
(614) 644-2770
DDAGW Security & Emergency Response Site
http://www.epa.state.oh.us/ddagw/pwswebpg.htm
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