A Logical Approach to Interoperability Planning

Agenda

• Background

• A Logical Process
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• Funding Your Interoperability Planning Work
g p y g

• Discussion


Background
• Approaching 10 Year Anniversary of 9/11 – Interoperability
Remains a Problem in Many Areas
• Many Investments Made Without an Overall Strategy or
Identified Goals – Local / Regional Level
• Many Regions Struggling with Where / How to Develop a
Plan or Address ALL Elements Needed
• Many Regions Have Received Funding Specifically for
Planning and Training but Have Not Taken Full Advantage


Moving Up on the Continuum


Putting the Pieces Together
• True Operable and Interoperable Communications Comes
When all the Pieces are Assembled into a Complete Picture
p

= Day to Day Usage
Day to Day Usage


TICP vs. Strategic Plans
• Tactical Interoperability Communication Plans (TICPs) are
Operational Plans that Include SOPs for the Use of Existing
Interoperable Resources
Resources.
– Inventory Interoperable Assets Available Within The Region -
Radio Caches, Shared Radio Channels, Interoperable Gateways,
and Shared Radio Systems
– Develop SOPs for Using the Existing Resources
• Based on NIMS/ICS Procedures
• Typically Include Provisions for Both Training and Exercises
• Communications Positions Within Incident Command System (ICS)
Identified
• Identify Communications Unit Leaders (COMLs) and Provide for Training
of Communications Staff


TICP vs. Strategic Plans
• Strategic Interoperability Plan Will Define Overall Strategy,
Goals and Vision of Interoperability for Your Region
– Based on True Understanding of Needs and Issues
– Define Investments of Limited Grant / Local Funding Designed to
Address Needs and Strategy
– Best Positioning to Pursue and Secure Additional Grants and
Funding g
– Identifies Tactics and Elements to Address to Truly Improve
Interoperability
– Incorporates Elements and Information Captured in TICP


A Logical Process for Interoperability Planning
• Assessment and Documentation
– Understand Current State of All Pieces of the Interoperability Puzzle
• Gap Analysis
p y
– Analyze Each Element to Identify the What is vs. What Should be
• Strategic Plan
– Develop a d Document the Region’s Vision to Achieve Interoperability
e e op and ocu e e eg o s s o o c e e e ope ab y
– Define the Specific Projects or Initiatives to Achieve the Strategic Vision
– Timeline and Goals Based on Priorities – Gap Analysis
• Implement Tactics and Programs
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– Technology Investments and Phases
– Active Governance and Participation
– Training Based on Needs
– Documented Knowledge of Resources
• Ongoing Updates


Critical Role of “Local” Governance
• Effective Strategic Planning for Interoperability Requires an
Active, Engaged Local Governing Structure.
– All Stakeholders Must be Represented Including Key
Administrative and Political Leaders with Budgetary and
Management Responsibilities
Responsibilities.
– Most of the Needs for Interoperable Communications Arise in the
Context of Day-to-day Operations and Incident-based Responses
by Local Emergency Responders.
• Oversee and Manage Planning Process
• Alignment and Understanding of State Strategies and Goals


Assessment and Documentation
• Operational
– Who Needs to Talk to Who, How Often, etc.
– SOP’s – Written and Unwritten
• Technical
– Identify Existing Radio Communications Assets
• Current Systems/Equipment as Well as Interoperability Resources
•T i i
Training
– What Kind, Levels, Who
• People
– Who and Where


• Operational
– Who Needs to Talk to Who, How Often, etc.
– SOP’s – Written and Unwritten
• Technical
– Identify Existing Radio Communications Assets
• Current Systems/Equipment as Well as Interoperability Resources
•T i i
Training The Detailed Information
– What Kind, Levels, Who Collected for These Elements
Can be Used to Populate
• People CASM and to Develop or
Update Your TICP
– Who and Where


• How Do I Conduct a Needs Assessment?
– Identify SME’s to Lead/Support Each Respective Element
–IInvest Ti U f
Time Up-front to Develop the Right Q
D l h Ri h Questions i
• What Do I Need to Support the Gap Analysis?
– Assemble Forms, Questionnaire’s etc. so all Participants are
, p
Following Same Template and Capturing Comparable
Information and Level of Detail
– Web Based Surveys Good for Some Types of Information
• Current System/Equipment Information, Documenting Resources, etc.
– Focus Groups and Open Ended Discussions Better for
Documenting Other Elements
• Operational Issues, SOP’s, Training Needs, etc.,


Gap Analysis
• Analyze Operational Assessment Inputs and Findings
– Identify Trends, Common Issues
– Priorities
– Knowledge of SOP’s, Existing Resources and How to Access
– Level of Training and Needs
• Document, Define and Categorize the Issues and Un-met
Needs
– Technology, Spectrum, etc.
– SOP’s Agreements
SOP s, Agreements,
– Training, Personnel, Knowledge


Develop Strategic Plan
• Build the “Big Picture” Vision for the Region or Jurisdiction
– Where Do We Need to Be?
• Based on Assessments and Gap Analysis
• What Priorities?
– Where Do We Want to Be?
– C id S tti Short and L
Consider Setting Sh t d Long T
Term G l B d on R li ti
Goals Based Realistic
Funding Availability
• Short Term – Conventional Mutual Aid Overlay Channels and Connectivity
Network
• Long Term – Migration to P25 Regional Trunking Using Same Sites and
Connectivity Network
– How Do Our Pieces Fit Together?
• Governance, Operational, Technology, Training, Funding
– What’s the Timeline for Achieving Each Strategy or Goal


Test Conclusions
• Design and Execute Training Exercise(s) Based on Findings
of Needs Assessment and Gap Analysis (and TICP)
– Means to Confirm Findings and What’s Working
• SOP’s
• Usage of Current Systems and Resources
• Level of Training and Needs
– Provide Training for Variety of Roles
• Responders /Dispatchers
• Incident Command / COM-L
• Use Feedback and After Action Report Findings to Update
or Modify Strategic Plan as Needed


Implement the Tactics Supporting Your Plan
• Active Governance and Participation Important
– Committee's / Assignments and Responsibilities
• Funding and Grant Requests Aligned with Strategic Plan
and Priorities
• Technology Upgrades and Acquisitions Designed to Address
Gaps and Overall Strategy
• Establish / Track Training Needs and Delivery of Programs
• Ongoing Exercises that Provide Training Platform and Test
Progress


Ongoing Plan Review and Update
• Issues and Priorities Can Change
– New Technologies Emerge
– SOP’s and Usage Patterns Changes as Resources are Acquired
and Gaps are Addressed
•K
Keep Budget and Investment Elements Current
B d t dI t t El t C t
– Maintaining Accurate Budget Projections to Support the
Acquisitions and Activities Defined in the Strategic Plan
– Monitoring and Pursuing Grant Opportunities
• Adjust for Progress Made – or Not Achieved


Funding Your Interoperability Planning
• Interoperable Emergency Communications Grant Program
(IECGP)
– Approx $48M Year Past 3 Years, no Allocation FY 2011
– Specifically Targeted for Governance, Planning, Training and
Exercises to Improve Interoperability
• Show Alignment with State SCIP Goals and Initiatives
• Advance the Three Strategic Goals Identified in the National Emergency
Communications Plan (NECP)
– Awarded to State Administrating Agency (SAA)
• 80% Pass-through to Local/Regional Jurisdictions
Pass through


• Eligible Expenditures
– Planning - Develop or Enhance
• Interoperable Communications Plans
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• Interoperable Communications Assessments and Inventories
• Interoperable Communications Protocols
– Training
• Develop, Deliver, Attend, and Evaluate Training
– Exercises
• Design, Develop, Conduct, and Evaluate Exercises
– P
Personnell
• Hiring of Certain Full /Part-time Staff or Contractors/Consultants
– Travel, Supplies, Meeting Expenses
– E i
Equipment Pl i and P h
t Planning d Purchase
• SAA Must Certify State and/or Pass-through Entities Have Met NECP Goals
One and Two Before Purchasing Equipment with IECGP


• Homeland Security Grant Program (HSGP)
– Various Programs Under the Umbrella
• State Homeland Security Program (SHSP)
• Urban Areas Security Initiative (UASI)
• Operation Stonegarden (Law Enforcement - Border Security)
• Metropolitan Medical Response System (MMRS)
• Citizen Corps Program (CCP)
– M t have Si il R i
Most h Similar Requirements as IECGP
t
• 80% Pass-through
• Alignment with NECP Priorities, etc.
g ,
• Much Same Eligible Expenditures
– Equipment and Related Eligible – Tends to Take Majority


Summary
• Logical Step by Step Process can be Applied to Defining
Your Region’s Strategy and Vision to Achieve Interoperability
• Best Way to Get Maximum Results from Limited Funds
• Best Means to Position Your Region for Pursuit of Funds
– Grants or Local Investments

Assemble ALL the Pieces
Assemble ALL the Pieces
of the Interop Puzzle to
Reflect Your Regions
Reflect Your Regions
Unique Needs and Issues

Thank You!

Questions?
Copy of Presentation:
• Send me an Email with Request
Send me an Email with Request
• Visit L. R Kimball Resource Center
Kevin McGeary – Sr. Consultant
kevin.mcgeary@lrkimball.com
814‐867‐4566

Kimball Resource Web Site:
http://www.lrkimball.com/Resource_Center.aspx


IECGP & HSGP Funding
Year IECGP HSGP
2008 $48,575,000 $1.77B
2009 $48,575,000
$48 575 000 $1.79B
$1 79B
2010 $48,000,000 $1.78B
2011


Other Notes
• NECP Goals
– Goal 1— By 2010, 90 percent of all high-risk urban areas designated within the
Urban Areas Security Initiative (UASI) are able to demonstrate response-level
emergency communications within 1 hour for routine events involving multiple
jurisdictions and agencies.
– Goal 2— By 2011, 75 percent of non-UASI jurisdictions are able to
demonstrate response-level emergency communications within 1 hour for
routine events iinvolving multiple jjurisdictions and agencies.
i l i li l i di i d i
– Goal 3— By 2013, 75 percent of all jurisdictions are able to demonstrate
response-level emergency communications within three hours, in the event of a
significant incident as outlined in national p
g planning scenarios.
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• If an SAA and SWIC/SCIP POC certifies that it’s State, territory, and/or
pass-through recipients have fulfilled all of the objectives of Priority
Groups one and two, the State, territory, and/or p
p y pass-through
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recipients may use FY 2010 IECGP funds to purchase interoperable
communications equipment.


A Logical Approach to Interoperability Planning

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