Integrating Web-Based Emergency Management Collaboration Software into Airport Operations--A Primer (2013)

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28 Best Practice Recommendations for Day-to-Day Operations All of the vendors surveyed utilize standard desktop workstations to provide web-based access to their emergency management systems. While a number of airports primarily use their web- based systems only during city/county emergency management exercises and drills, a WBEMCT has aspects that can prove useful for daily airport operations. Users can do the following: • Develop or configure unique dashboards to make the system more applicable for daily use. • Replace manual logbooks with a logbook feature, which streamlines the process and ensures compliance and accuracy. • Track and document maintenance issues at the airport. • Track and document internal security issues as they arise. • Use GIS mapping features integrated with aircraft transponders to track inbound and out- bound aircraft. • Use global positioning system (GPS) tracking devices to integrate vehicle movement in the COP map. • Incorporate video from the airport’s CCTV cameras into the system. • Establish interfaces with all airport systems (e.g., video, door alarms, employee badges, video of airside vehicles and aircraft) and incorporate them into a single application. Table 4 identifies the airports surveyed that currently employ WBEMCTs. Note that of the 47 airports interviewed, very few currently utilize their sys- tems on a daily basis. Available Training Specific training for system administrators is generally conducted on site, although several vendors offer classes specifically designed for IT personnel. Vendors offer training upgrades when new version releases are distributed. The primary method used to relay this information throughout the airport is “training the trainer.” Depending on the type of maintenance package in place, vendors offer recurring training or introductory training to users. Sample Exercises Users who do not utilize a system on a routine basis (i.e., weekly) can quickly forget how to maneuver around the numerous screens within a web-based system. For example, many infrequent users generally cannot recall their username and password. The best solution to this problem is for C H A P T E R 5 WBEMCT Best Practices A cloud-based WBEMCT was used during the 2008 Democratic National Convention in Denver, Colorado, to set up page-based forums—or “situation rooms”—almost instantly.

WBEMCT Best Practices 29 personnel to utilize the system on a regular basis so that they remain comfortable and proficient with the software. Operator training is a perishable skill whose loss could result in the unnecessary use of airport or vendor resources and/or serious repercussions in an emergency. Here are some tips for retaining skills: • Use the features of the electronic logbook to document and track maintenance efforts throughout the airport. • Create weekly or monthly reports to highlight maintenance updates. • Participate in frequent emergency management discussions, drills, and exercises with local, state, and federal EMAs and participants. Airport Size System Used System Used Funding Source Individual Interviewed or Airport Manager DEN Large WebEOC Exercises Operations Scott Field LAX Large E-Sponder/ Situator Exercises UASI Dominic Nessi DTW Large E-Team Daily County Sandy Altschul SEA Large WebEOC Operations David Smith Exercises/ Emergencies SEA Large OPSNET Daily Operations Mark Reis MCI Medium Everbridge Exercises Operations Ian Redhead MEM Large Everbridge Exercises Operations Connie Brown AUS Medium WebEOC Daily City/Airport Jim Smith PIT Large KnowledgeCenter Daily County Byron Harriger III BUR Medium WebEOC Exercises City Airside Operations MKE Medium E-Sponder Exercises County CB Bateman RNO Small WebEOC Daily Operations Mike Scott ELP Small WebEOC Daily County Terry Sharp COS Small WebEOC Exercises County John McGinley BOI Small WebEOC County Rebecca Hupp VNY Everbridge Operations Jess Romo DVT E-Sponder Exercises Operations Art Fairbanks GeneralAviation General Aviation Table 4. Airports interviewed with WBEMCTs.