How to Plan for a Disaster:Drill, Baby, DrillTheresa DotyChi f D t f O tiChief Deputy of OperationsUnited States District Court – Central District of California

About Everbridge• Leader in incident notification systems

• Fast-growing global company with more than 1 000 clients in moremore than 1,000 clients in more than 100 countries

• Serve the Global 2000, federal government organizations healthcaregovernment organizations, healthcare systems, state and local government, military, financial services firms, and universities

• 100% focused on incident notification solutions that merge technology and expertise

2

Agenda

Part 1: Presentation • How to plan the exercise• What role message mapping should play in your drill• Why feedback is important• How to evaluate what worked and what didn’tHow to evaluate what worked and what didn t

Part 2: Q&A

3

Note: slides are currently available to everyone on

Q&Aavailable to everyone on blog.everbridge.com

Use the Q&A function to submit your questionsquestions.

4

Who we are

• The Central District of California serves 18 million citizens in a 7 county region and is the largest Federalcitizens in a 7 county region and is the largest FederalCourt in the nation with over 500 clerks office and chambers personnel.

• While we are non-first responders, we are part of the National Essential Functions (NEFs) to ensure the continuity of constitutional government.

• We have 4 geographically dispersed sites: Two in g g p y pDowntown LA, one in Santa Ana and one in Riverside.

Our geographic locations

Where do we fit?FEDERAL GOVERNMENT

What is COOP for the Federal Courts?

Meeting our obligations for National Essential Functions:

• Ensuring continuity of the Constitution.

• Providing leadership visible to the public.

• Defending the Constitution.

• Our primary mission essential function is to provide first O p y pappearances within 48 hours of arrest for all new detainees.

• Our goal is to be able to perform this function within12 hours of the onset of a COOP.

Risk assessment

Fires are common during the summer due to extreme heat.

Mudslides typically caused by rain in areas that wereMudslides typically caused by rain in areas that werepreviously burned by the fires listed above.

Transportation gridlocks which could affect theTransportation gridlocks which could affect the transportation of employees into and from the office.

Earthquakes which in part or whole, disables ourq pfacilities and the transportation routes to our facilities.

Terrorist actions at one or more sites.

Pandemics

How we use EverbridgeAware / QuickLaunch / SmartGIS

• Notify court staff, other government agencies, and the public about

Aware / QuickLaunch / SmartGIS

our response to emergencies (or other important announcements).

• Use quota notifications to fill special needs positions id tifi d i tt ib tidentified in attributes.

• Track responses and geo-map targeted recipients.

• Implemented orders of succession to ensure continuity of leadership and conference in leaders for quick decision making.

• Provide limited access (QuickLaunch) to the USM for notifyingjudges of incidents or other important routine announcements

Data structure

Message delivery structure

US

USMarshals

Other Government AgenciesAUSACSOUS

DistrictCourt

Judges

CSODFPDGSAMDCNursePretrial ServicesProbation

Di t i t C t St ff

District and Magistrate (CAC)Bankruptcy Court JudgesCircuit Court of Appeals

ProbationUSMUSBK

Media & CommunityPressDistrict Court Staff

ExecutivesDecision Team

Communications TeamCentral Command Team

Relocation Team CA Bar Associations

PressRadioTVSuperior Courts

Emergency Operations Group Tier 1Emergency Operations Group Tier 2

Staff

CA Bar AssociationsCounties of: LA, Orange, Riverside, Santa Barbara, Ventura, San Bernardino and San Luis Obispo

Other Courts9th CircuitAZ DistrictNV District

Emergency OrganizationsLAPD, LAFD, FEMA, DOT –LA, DWP – LA, Office of the Mayor

CA Eastern, Northern Office of the Mayor, and others

Why Everbridge?

Provides a robust notification system which activates the COOP and ties into the other elements of COOP

Conference call – Decision Team activates COOP

Scalability – To include other agencies and groups

Customization – USM notify judges of incidents by building

Lines of succession – Operations, relocation teams

Why Everbridge?

Provides a robust notification system which activates the COOP and ties into the other elements of COOP

Repeat broadcasts – Using time intervals as needed

Groups/attributes – Allow for quotas and geo mapping

Response reporting – For locating essential staff

Attachments – Maps, instructions and access codes

SmartGIS Geographically targeting receipientsSmartGIS – Geographically targeting receipients

Why such a sophisticated system for non first responders?

P bli d t ff f t

non-first responders?

• Public and staff safety

• Responsible leadership

• Facilitates accomplishing our mission

• Management tool• Management tool

Preliminary testing

Intensive internal test in using the following methods:

Emergency and standard notification

Quota notificationQuota notification

Conference call

Polling

How we promoted COOP awareness

Training

• 5 days of staff training in all 3 divisions in ti f Di t D (NLE)preparation for Disaster Days (NLE)

• Monthly training meetings for Essential Functions Team

• Other agencies briefed

Interagencies

COOP Policy Committee

Management Group

National level exercise

Notifications:

Conference call with Decision Team to activate COOP

Notified COOP Team All CACD judges and other agenciesNotified COOP Team, All CACD judges and other agencies

Notified all CACD staff

Quota notifications skillset specific

National level exercise

• Staff involvement in exercise:

• Contact the CACD Employee Emergency Line

• Contact the Out of State Emergency Line (ARMA)

• Update InfoWeb and check emergency backup

• Visit COOP Website and email the COOP team• Visit COOP Website and email the COOP team

• Briefing notes by various key teams

Notification schedule

NLE briefing notes

NLE in action

122

1. Communication Team launches the exercise

2. Chief Deputy Doty joins conference

NLE in action2

1

1 R l ti T ti t d th h ENS1. Relocation Team activated through ENS gathers to discuss strategy

2. Emergency Operations Team deployed through ENS reviews scenariog

3. Divisions are video-conferenced in

3

NLE in action

1

2

1. Staff respond to ENS quota call and check-in for duty

2. Communication team celebrates a successful conclusion of exercise

Emergencypreparednesspreparednesswebsite

Secured login

User roles

Document storage

RedundancyRedundancy

COOP.CACD.USCOURTS.GOV

Analyzing the data

Incident Notification

Marc LadinVP of Marketing, Everbridge

29

Incident notification solutions address common communication challengescommunication challenges• Communicate quickly, easily, and

efficiently with large numbers of• Reduce miscommunications and

control rumors with accurateefficiently with large numbers of people in minutes, not hours, making sure that information about yourdisaster exercise is conveyed

control rumors with accurate, consistent messages (3P = 1N)

• Free key personnel to perform

• Use all contact paths especially when sending crucial in-exercise communication

Free key personnel to perform critical tasks by automating manual, time-intensive, error-prone processes

communication

• Ensure two-way communicationsto know what parts of your exercise

• Satisfy regulatory requirementswith extensive and complete reporting of delivery attempts andto know what parts of your exercise

are working and which parts need your attention

reporting of delivery attempts and two-way acknowledgements from recipients

30

Key evaluation criteria for an incident notification systemnotification system

• Experience and expertise

• Ease of useEase of use

• Ability to reach all contact paths, including voice email native SMSincluding voice, email, native SMS (over SMPP and SMTP), IM, and more

• Ease of integration

3131

Note: slides are currently available to everyone onQ&A available to everyone on blog.everbridge.com

Q&A

Use the Q&A function to submit your questionsquestions.

32

Missed anything?Missed anything?

Never fear, the recording and slides from , gtoday’s webinar are just a click away.

blog everbridge com

Reminder

blog.everbridge.com

Everbridge Insights webinars qualify for Continuing Education Activity Points (CEAPs) for DRI certifications. Visit www.drii.org

i dito register your credit.

Item Number (Schedule II): 26.1Activity Group: A1 Point for each webinar

33

1 Point for each webinar

Contact informationCommunication resources

Contact information

Theresa Doty

White papers, literature,case studieseverbridge.com/resources

Upcoming webinarsChief Deputy of Operationstheresa_doty@cacd.uscourts.gov1-213-894-5160

Upcoming webinarseverbridge.com/webinars

1 213 894 5160

Marc Ladinl di @ b idmarc.ladin@everbridge.com

1-818-230-9700blog.everbridge.comtwitter.com/everbridgef b k / b id ifacebook.com/everbridgeinc

34