Guidebook on Integrating GIS in Emergency Management at Airports (2013)

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1 As airspace and aircraft surface management demands increase, emergency management (EM) responsibilities and requirements become more complex and demanding. Information provided to EM operations is not keeping up with the increase in EM operation responsibilities and complexity. If trends hold true, the gap between the need for more information will continue to increase over time, creating a risk to EM operation efficiencies and effectiveness. This phenomenon is shown in Figure S-1. Even when information is available, the accuracy of the information can be questionable. A geographic information system (GIS) can be a productive tool to enhance EM and significantly reduce the gap in information flow and accuracy. For example, several airports have airport-specific assets mapped in various GIS layers including the following: • Runways; • Gates; • Terminals and buildings; • Roads and parking; • Power stations and utility lines; • Storage facilities; • Fire suppression and alarm system components; • IT infrastructure, location of on-site staging areas; and • Other items, such as lease space/tenant information. These assets and their associated information can be key components to modern day EM operations. As represented in Figure S-2, improved technologies and information available through GIS can contribute to the benefit of each phase of EM operations. In preparation for possible fire and/or aircraft accidents, for example, a properly developed and designed GIS can be used to generate maps that show these assets. This can assist response units in directional wayfinding and in locating crucial assets necessary to respond to an accident. There are emerging success stories with integrated GIS today. For example, a major U.S. airport undertook various GIS efforts, which provided substantial benefit for the Operations Department and their EM efforts through a Web-enabled mapping tool designed for desktop users that benefits field operations. Accurate interior building GIS data also enabled the development of emergency evacuation maps for the Operations Department. Such maps provide enhanced public safety as well as improved training information for emergency personnel. Another example is a major U.S. port authority that developed a GIS application available to all port users that provides quick access of approximately 80 service maps organized by like S U M M A R Y Guidebook on Integrating GIS in Emergency Management at Airports

2 Guidebook on Integrating GIS in Emergency Management at Airports Figure S-1. Changes in EM at airports. Figure S-2. GIS in the four phases of EM. services such as Properties, Transportation, Utilities, Natural Resources, and Environmental, among others. GIS data has provided critical information to make airports operational again after emergency events by tracking and displaying long-term recovery activities related to damaged assets to be removed, repaired, or replaced. Improved recovery actions can be recognized by managing recovery/rebuilding priorities, such as the sequence of clean-up of spills, marking evidence locations, and identifying soil leakage—all of which can be established using GIS. Even in the area of finances, GIS applications have benefitted the recoding, allocating, and tracking of financial and accounting information (such as FAA or FEMA funds as well as other rebuilding grants, funds, government assessment programs, etc.) relating to various asset recovery efforts. Many benefits over existing methods can be derived through the use of GIS in EM including • Improve ability to track and manage EM resources in real time vs. using spreadsheets and manual tasks, • Enhance information and tools for training EM personnel,

Guidebook on Integrating GIS in Emergency Management at Airports 3 • Improve effective communications through the use of GIS maps and interactive functionality, • Improve EM operational processes by investigating historical, automatically archived, incident information, • Enhance planning and preparedness by identifying and monitoring natural hazards electronically in real time, • Improve responsiveness through the effective and timely automatic dispatch of response personnel, and • Better prepare for emergencies by simulating evacuations. Although airport operators have begun to recognize the benefits of GIS and EM integration, many of these installations have not been accomplished without significant challenges, including costs. As beneficial a tool as GIS can be for EM, implementation and use of such a system can be costly and wasted if not thoughtfully planned and coordinated. Some challenges include • Collecting and circulating data to various mutual-aid partners, • Keeping a GIS project within budget, scope, and schedule, • Managing to keep content and complexity of the information to a useful level, • Ensuring that all involved parties receive the proper training, • Gaining executive and stakeholder support or involvement, • Providing strong project management and effective planning for system and data integrations, • Understanding requirements for data sharing across GIS systems in use by other mutual-aid partners, and • Determining the level of support needed for ongoing data management. Due to the observed benefits yet inherent challenges that exist with this relatively new use of GIS with EM, ACRP commissioned the writing of this Guidebook. The purpose of the Guidebook is to provide a comprehensive and user friendly resource tool for airport operators to uncover the various aspects that need to be addressed when considering the use of GIS in EM. To fulfill this purpose, at its core the Guidebook provides a roadmap process on how to start and manage a GIS-EM integration initiative. Using a step-by-step approach as shown in Figure S-3, the Guidebook walks the reader through all of the planning and execution steps necessary to ensure a successfully completed initiative. Every effort was made to develop an easy-to-use resource that is useful to airport leaders involved in EM operations, which includes but is not limited to airport operations, airport EM, airport emergency responders, and airport executives. The Guidebook was prepared and structured keeping in mind the various levels of maturity of GIS at airports as well as the organizational situations in which airport operators might find them. Throughout the chapters, tools are provided and discussed. As there are different levels of GIS-EM maturity, the reader can “pick & choose” those tools applicable to specific airport situations and assemble an integration plan tailored to specific needs. In summary, the Guidebook contains the following major elements and components: • Overview of the general use of GIS in EM with an emphasis on best practices, lessons learned, benefits, and opportunities; • Roadmap flowcharts covering the five stages of a GIS-EM initiative guiding the reader through the material; • “Deep-dive” into the fundamentals of GIS, as the airport operator, or designated staff, will have to understand and maintain a very detailed picture of the GIS-EM;

4 Guidebook on Integrating GIS in Emergency Management at Airports • Preformatted Model GIS-EM Integration Plan, containing all the necessary tools and worksheets that can be tailored to an airport-specific project plan; • A set of these tools on an accompanying CD; • Glossary of terms and acronyms; • Annotated bibliography and resource guide; • Detailed discussions of various GIS-EM integrations at airports, including benefits, opportunities, and best practices; • Complete case study reports; and • Frequently asked questions (FAQs). Figure S-3. GIS-EM integration roadmap.