Emergency Notifications at UVic
27
Emergency Notifications at UVic Ron Kozsan February 15, 2012 (in 20 minutes or less)
description
Emergency Notifications at UVic. Ron Kozsan February 15, 2012 (in 20 minutes or less). Heading. Emergency Notification System A system to allow officials to quickly convey critical information to students, faculty and staff in the event of a major emergency. Heading. UVic 19,000 students - PowerPoint PPT Presentation
Transcript of Emergency Notifications at UVic
Emergency Notifications at UVic
Ron Kozsan
February 15, 2012
(in 20 minutes or less)
Heading
Emergency Notification System
A system to allow officials to quickly convey critical information to students, faculty and staff in the event of a major emergency.
HeadingUVic 19,000 students 5,000 faculty & staff one campus (162ha) 136 buildings
HeadingOur Issue (early 2008)
needed something didn’t have anything everyone else was doing something
☞ learn from others
Does your institution have a system in place?
HeadingConcerns
net-new systems & databases additional processes
☞ creating new silos, new issues costly solutions data ownership? privacy? information accuracy?
Heading
Our decision
save $ build best efforts: deploy something
☞ will still have $ later to buy if need be
HeadingPrinciples
simplicity no perfection
use multiple delivery methods some is better than none duplicate msgs are ok
leverage existing assets Banner, email, phones, …
easy to use (no IT staff req’d) do not break anything
HeadingOwnership
Corporate Communications Campus Security Occupational Health & Safety
----------------------------------------------
IT/Systems (not an owner)
HeadingSystem Components
Console Banner (email & phone db) Channels
email (broadcast & directed) voicemail broadcast VoIP phone (text & audio) SMS/TXT (via provider)
Heading
Broadcast• reach large audience quickly• “all or nothing” (no opt-out)
Directed• more time consuming• allows opt-in/opt-out
Heading
HeadingFeatures
message templates short (SMS, VoIP phones) long (email) customized use of channels
signature blocks user groups
HeadingOpt-in / Opt-out ?
email – mandatory broadcast (Exchange dist list) directed
voicemail, VoIP broadcasts – mandatory
SMS – opt-in costs to phone owners
HeadingWhy Banner? already there:
email addresses for faculty, staff, students place for cell phone numbers
Needed: privacy impact? promote use of “Mobile Phone”
user-maintained through portal
HeadingWhat works well
broadcasts: email voicemail VoIP
SMS/TXT – not bad
Heading
Not so well
SMS/TXT signal coverage lost/delayed messages beyond our control
directed email (slow) no automation for voicemail broadcast
Heading
Success Factors
key stakeholders at the table clear ownership regular testing fast delivery (of messages) no technicians required
Heading
Diplomacy:
The fine art of ensuring the other party gets your way
Heading
Message Channel Clients
(#)
Estimated Success Rate(%)
Delivery Timeframe
Send Rate
Sent Received
Exchange Broadcast
4071 100 100 2 minutes 2000/min
Voicemail Broadcast
3400 100 100 2 minutes 1500/min
VoIP Phone Broadcast
1800 94 80 10 minutes 180/min
Directed Email 20000 100 90* 5 hours 4000/hourSMS/TXT Messaging
4362 99 75* 3 hours* 1100/hour
* indicates educated guess
Results (November 2009)
Subscriber Stats@ 2009-11-30
Mobile Phone
Faculty & Staff 557 2740Students 3875 19208
Heading
Next steps? business continuity (availability) improve directed email (speed) more channels (reach)
twitter auto-post to web sites
Heading
Console Application Oracle APEX pulls email, cell phone numbers from Banner sends messages (multiple methods)
The Big Red Button
Emergency Notification System - Console
Heading
Heading
Costs (one-time)
$2,700 – VoIP phones for lecture halls $700 – SMS provider (setup fee) 30 days Oracle/APEX programming**
$8,000 – Promotions & advertising
Heading
UVic Emergency Alerts Poster
Heading
The Big Question:
Have we ever used it “for real” ?
No(thankfully)
Questions?
Ron KozsanUniversity of Victoria
http://www.uvic.ca/alerts
Heading
