Design Considerations for Airport Emergency Operations Centers

Thursday, November 29, 20182:00-3:30 PM ET

TRANSPORTATION RESEARCH BOARD

Purpose

Discuss research from the Airport Cooperative Research Program(ACRP)’s Research Report 189: Design Considerations for Airport EOCs and Synthesis 73: Emergency Communication Planning for Airports.

Learning ObjectivesAt the end of this webinar, you will be able to:

• Understand who should be involved in the EOC design process and why

• Describe how to evaluate the needs for an airport EOC for all size airports

• Understand how to evaluate your existing EOC for flow, human factors, threats and vulnerabilities

ACRP is an Industry-Driven Program

Managed by TRB and sponsored by the Federal Aviation Administration (FAA).

Seeks out the latest issues facing the airport industry.

Conducts research to find solutions.

Publishes and disseminates research results through free publications and webinars.

Five Ways to Get Involved!1. Join the ACRP

IdeaHub community

2. Volunteer for a project panel

3. Prepare a research proposal

4. Answer an ACRP survey

5. Apply the research results

Visit us online: www.trb.org/ACRP

Other Ways to Participate

Upcoming ACRP Webinars

December 11Airport Response during Communicable

Disease Outbreaks

December 12Understanding Airport Air Quality

Management and Public Health

Stay Tuned for ACRP’s 2019 Webinar Series

Additional ACRP PublicationsReport 95: Integrating Community Emergency Response Teams at Airports (A-CERTs)

Report 103: A Guidebook for Integrating NIMS for Personnel and Resources at Airports

Report 127: A Guidebook for Mitigating Disruptive WiFi Interference at Airports

Report 171: Establishing a Coordinated Local Family Assistance Program for Airports

Report 182: Guidance for Planning, Design, and Operations of Airport Communications Centers

Synthesis 82: Uses of Social Media to Inform Operational Response and Recovery During an Airport Emergency

Visit online: www.trb.org/ACRP

Today’s SpeakersHeidi Ann Benaman

Faith Group, LLC

Presenting Report 189: Design Considerations for Airport

Emergency Operations Centers ______________________________________________________________

Kim KenvilleKim Kenville Consulting

Presenting Synthesis 73: Emergency Communication Planning

for Airports

ACRP SynthesesACRP Synthesis 73: Emergency Communications Planning for Airports

ACRP Synthesis 72: Table Top and Full-scale Emergency Exercises for General Aviation, Non-hub and Small Hub Airports

Jim SmithRicardo Garcia

Kim KenvilleJohn Sawyer

Kim Kenville, PhD., C.M.- Professor – University of North Dakota (UND) Department

of Aviation- Owner, Kim Kenville Consulting (DBE- ND, MN, WI, NC,

AL)- Private Pilot- ND Aeronautics Commission Member- Airport Operations experience – MSP, MKE, DTW- Completed 8 ACRP Guidebooks & Synthesis

- Most dealing with emergency planning, resiliency, and recovery

Project Panel for Synthesis 73

• Kimberly Gibbs – MWAA• Mary Grady – LAWA• Joshua Greenberg – Carleton University• John Kinney – ASE• Reese McCranie – ATL• David McCurdy – DFW• Marc Tonnacliff – FAA• Sean Cusson - ACI

Project SummaryPurpose:

To report on experiences and effective practices in communications planning in preparing for, working through, and learning from actual airport emergencies.

Major topics addressed:• Types of plans (single, multi, in AEP, referenced,

comprehensive)• Typical communications planning processes• Contact list maintenance• Social media use• Trends in airport emergency communications

planning

Data Sources

• 59 airports responded to combined survey

• 10 case examples• Documents from 37 airports reviewed• Prior ACRP studies• Other literature

Case Examples of Airport Emergency Communications Planning

1. Rochester (MN) International Airport (RST)

– As referenced in Nov/Dec 2015 Airport Improvement

2. Dallas-Ft. Worth International Airport (DFW)

3. Denver International Airport (DEN)

4. Boise Airport (BOI)

5. Watsonville Airport (WVI)

Managing Communications

Communications Framework is a cascade style that takes in data that leads to action!

Hindrances to Communication Noise – largest source of error - may enter the process at

any time Modern Technology – linearity of communication is gone, as

information comes in from all dimensions and modes Cultural Differences – gender, culture, and age can hinder

the communication process ( 60 year old communicating with a 21 year old of differing genders and cultures)

Processing & Action times

Communications Cascade

Data + Analysis = information

Information + experience = knowledge

Knowledge + authority = decision

Decision + resources = action

Items to Consider

• Using the Communications plan for Non-Emergencies • This increases the comfort level in use for employees• Builds confidence• Ease of use – second nature when emergency occurs

• Have your plans rooted in NIMS and ICS• Consistent and Intentional training on the Communications

Plan• Drill/train and evaluate the Communications portion – not

just response, recovery and resiliency• Utilize the most current technological trends – otherwise

they will pass you by……• What type of plan (required v. desired)

• FAR Part 139 (by reference by included) - updates• Tenant/Stakeholder Involvement and Training• Mutual Aid

Research Results

Modern PIO –- emergency management- senior management- public relations & marketing- oversees JIC/JIS- face of Incident Command/EOC- field operations guide (FOGs) (appendix to report - 9)

PIO is no longer a case of one-size-fits all…

“PIOs wear many faces and need training in many facets of information (M. Grady – LAWA)

Research Results• Airport Emergency Operations Center (EOC)

• Pre-designed space/facility to provide coordinated support to the tactical incident management

• Save this for Heidi!• Social Media – Stand Alone Reports

• ACRP Synthesis 56: Customer Engagement• http://www.trb.org/Main/Blurbs/170977.aspx

• ACRP Synthesis 82: SM4EM • http://www.trb.org/Main/Blurbs/176496.aspx

• Contact Lists – Update early and Often! Who Owns?• HR, Ops, EM

Lessons Learned

• After Action Reports & Meetings• Feedback – put items back into the plan that went well,

remove those that did not• Mutual Aid & Governance Partners

• 48% said they had a mechanism in place for incorporating lessons learned

• Easier to “learn lessons” in an exercise/drill/training vs. when it’s a real emergency

• Appendix M of Report – Checklist for Effective Planning Practices for Creating and Sustaining Effective Emergency Communications Plans at Airports

• Stages cover: • Preplanning, internal, external, training, exercises,

evaluation and continuous improvement

Findings – An airport emergency communications plan

1) Needs to provide simple, clear, scalable, implementable procedures.

2) Is not static but requires review, training, exercising, and continuous improvement.

3) Is being replaced by a comprehensive crisis communications plan at many airports – if staff numbers permit

4) Works better when separate from AEP but incorporated by reference.

5) Need to be based on NIMS and ICS and prepare for use of Joint Information System (JIS).

6) Can connect safety to enhanced customer service: WIN-WIN-WIN.

Thank You!

Contact Information

PI – Jim Smith jfsmith@smith-woolwine.comRicardo Garcia rickmdfd@gmail.comKim Kenville kimkenville@gmail.comJohn Sawyer jmsairfield@gmail.com

ACRP Report 189:Design Considerations for Airport

EOCs

Heidi Ann BenamanFaith Group, LLC

Heidi Ann Benaman, Principal Investigator

• Senior Project Manager Faith Group, LLC

• Former Operations and Emergency Manager Portland International Airport (PDX)

• Former Operations Manager Pittsburgh International Airport

ACRP Research Report 189:Project Team

Mr. Dave Fleet, Faith Group, LLCMs. Hollis Stambaugh, Faith Group, LLCMr. Greg Maxim, AlliianceMr. Shane Wirth, AlliianceMr. Matko Papic, Evans Consoles CorporationMs. Kerri Knox, Evans Consoles CorporationMr. Alan Hedge, Evans Consoles Corporation

ACRP Research Report 189:Oversight Panel

Mr. Augustus L. Hudson, ATL, Panel ChairmanMs. Laurie Cullen, A.A.E., VHBMr. David McCurd, Tarrant County Emergency ManagementMr. James Mynatt, Formerly CLTMr. Daniel Proctor, Proctor RobbinsMr. Michael R. Witiw, SEAMs. Patricia "Tricia" Brace, FAA LiaisonMr. Marc Tonnacliff, FAA LiaisonMr. Matt Cornelius, ACI LiaisonMr. Justin M. Towles, AAAE LiaisonMs. Christine Gerencher, TRB LiaisonMs. Marci A. Greenberger, AAE, ACRP Senior Program Officer

Research Problem

• Most airports’ early EOC’s were conference rooms• Some still are and that’s okay

• More airports have developed better response plans• The Guidebook helps airports answer key questions

• Who are the necessary stakeholders?• How big does it need to be?• Where is the best site?• Are we improving a current site?• Are we moving to an existing site?• Are we building a new Greenfield site?• What are the human factors and ergonomic considerations?• What is the best layout?

• Published October 2018

ACRP Report 189: Design Considerations for Airport EOCs

• Team conducted research• Developed draft Guidebook

• Roles and Responsibilities• Planning Process• Site Selection• Ergonomics/Human Factors• Architectural considerations

• Conducted airport surveys• Best practices/lessons learned

• Conducted 4 Use Case studies to vet the Guidebook• General Aviation• Small non-hub• Medium hub• Large hub

ACRP Report 189: Design Considerations for Airport EOCs

• Many command and control type centers• Emergency Operations Centers (EOC)• Emergency Communications Center (ECC)• Department Operations Centers (DOC)• Airport Emergency Operations Center (AEOC)• Fusion Centers• Joint Information Centers (JIC)• Joint Operations Centers (JOC)• Command Control Communications Center (C4)• Very little data on airport specific EOC design

Airport EOCs

• Airport EOCs are different• Airports are a city within a city• Airport Incident Command System (ICS) functions

differently from FEMA, state or county• The operational periods are usually shorter (FEMA)• Staff are reassigned from their daily job functions• Usually operations are still in progress or trying to return• The EOC is usually a multi-purposed room• Competition for funding is fierce• Asking for the “what if it happens” $

Airport EOCs

• Nearly every airport has some kind of EOC• Stand alone dedicated (rare)• Large conference room (common)• Shared space with others such as police training rooms• Mobile EOC/command post• Back-up EOC• EOC Bag To-Go

Airport EOC Location

• Where is the best place for the EOC?• In terminal prior to security checkpoint

• Convenient for non-badged responders• Vulnerable to attack• More difficult to secure

• In terminal beyond security checkpoint?• Non-Badged responders need temporary badge or escort• More easily secured

• If the terminal area is the event, not accessible• Co-located with Communications Center/AOC

• Convenient response• Vulnerable to losing two critical centers

Airport EOC Location

• Where is the best place for the EOC?• Outside the terminal within the perimeter?

• Longer response times• Accessibility and parking could be issues• Could be vulnerable to attack (set back distance)• More easily controlled and secured

• Off campus (administrative building)• Longer response times• Lesser known so less likely to be targeted• May be more difficult to control access and security

EOC Roles and Responsibilities

EOC Concept Planning

EOC Site Selection

• Accessibility• Serviceability• Safety and Security• Size• Environmental constraints• Versatility and Adjacency • Resiliency and TVA

EOC Human Factors/Ergonomics

• Ensure adequate space• Interview key stakeholders• Invest in proper furniture

• Easily configurable

• Exercise for proper flow• Ensure adequate lighting – glare issues• Ensure proper temperature controls• Treat walls and floors for better acoustics• Verify placement of monitors workstation/wall mount

Importance of Human Factors/Ergonomics

• Challenge• Lack of understanding of relationship and impact of

ergonomics and the operational model of the room

• Potential consequences of oversight• Oversights can lead to operator error, decreased situational

awareness, sub-optimal communication and potential breakdowns of the operational process of the EOC

• Conditions that can trigger an oversight include• Fatigue • Communication Breakdown • Lack of flexibility to respond• Decreased situational awareness • Physical and cognitive stress levels

EOC Architectural Considerations

• Adjacencies – AOC/Communications Center• Co-utilization – Multi-agency use• Room organization – Incident Command System• Back-up EOC

• EOC Go-Bag

• Design ease of cabling and communication• Avoid this

EOC Architectural Considerations• Layout

• Boardroom

EOC Architectural Considerations

• Layout• Mission Control

EOC Architectural Considerations

• Layout• Teams

EOC Architectural Considerations

• Layout• Radial Teams

EOC Best Practices• Room set-up map/directions (SJC)

EOC Best Practices

• Airport Emergency Plan (AEP)• Room layout maps for set-up• Pocket laminated checklists• Individual position binders• Emergency facilitator• Identifiable gear• Name plates/signs• Status boards• Train• Train• Train

For Additional Information:

ACRP Report 189Design Considerations for Airport EOCs

Heidi Benamanheidi@faithgroupllc.com

https://www.nap.edu/download/25280

Today’s Participants

• Augustus Hudson, Hartsfield-Jackson Atlanta International Airport, Augustus.Hudson@atl.com

• Heidi Ann Benaman, Faith Group, LLC, heidi@faithgroupllc.com

• Kim Kenville, Kim Kenville Consulting, kimkenville@gmail.com

Panelists Presentations

http://onlinepubs.trb.org/onlinepubs/webinars/181129.pdf

After the webinar, you will receive a follow-up email containing a link to the recording

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