Stanford UniversityDepartment Operations Center Evacuation Exercise Debrief

October 22, 2010

Evacuation Exercise• Debrief Overview

– My stuff• Exercise objectives• Review of the sequence of events• AlertSU mass notification performance• AlertSU Outdoor Warning System

– Your Stuff• EAP coordination• Accounting for staff• Accounting for students

• Additional exercise projects• Aerial photography, photo mapping, Twitter

Evacuation Exercise

• Exercise Objectives– To educate the campus community about earthquake response

procedures– To practice building evacuation processes and Emergency

Assembly Point coordination– To practice staff and student accountability procedures– To educate the student community about emergency procedures– To encourage units to improve local emergency response plans and

procedures– To determine a baseline for the campus emergency data collection

process

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Sequence of EventsTime Event

8:30 Establish exercise EOC at Public Safety

9:15 Briefing for exercise observers

9:50 Initiate AlertSU to staff/faculty announcing start time

10:05 Initiate AlertSU mass notification SMS to studentsActivate AlertSU Outdoor Warning System

10:15 Initiate AlertSU Interactive Survey to students

10:20 AlertSU message to Cabinet

10:35 Activate AlertSU Outdoor Warning System to conclude drill

10:35 – 4:00 DOCs collect and report data to EOC

AlertSU Mass Notification

• AlertSU to staff/faculty initiated at 9:50• AlertSU SMS to students at 10:05• AlertSU interactive survey to students at

10:15• AlertSU to Cabinet at 10:20• Monitoring of Impact to IT systems

– ITS systems (voice, email)– Cell systems

AlertSU Call Metrics for Staff/Faculty call (9:50)

Within 15 minutes

Calls initiated

Out of total

% Successful Delivery

Overall 28,184 ~30,000 93.79 22,255

Throttled Phones 5,686 ~9,800 58.23 3,311

Non-throttled phones

22,498 ~27,000 84.20 18,944

Total number of phones attempted 30,051 representing 17,181 contactsSingle pass call for this exerciseThrottling affects the following prefixes 497, 498, 723, 725, 721Overall success rate 78.65% or 23,635 phonesOverall time taken: 30 minutes (limited by throttle rate)

AlertSU Lessons Learned

• Revisit call throttling rates• Educate community about rate of

delivery issues• Educate community about “community”

response concepts• Short Code issues

AlertSU System Student Check-in process (9:15)

• Students asked to respond to an interactive survey question– Press 1 if you were in your residence hall when

the drill started– Press 2 in you were in class when the drill started– Press 3 if you were elsewhere on campus when

the drill started– Press 4 if you were off campus when the drill

started

Student Interactive Survey Results

AlertSU Lessons Learned

• Can be used to account for students• Phone call system is inefficient• Better if it were SMS based• Used Public Safety number as the caller

ID for the Interactive Survey (switch to 725-5555)

AlertSU Outdoor Warning System (OWS)

• Outdoor Warning System– Can’t be heard indoors!– Not designed to be– Voice instructions could not be heard– One siren did not activate for the all-clear – One siren activated for up to 3 minutes for

the all clear

AlertSU OWS

• Lessons Learned– Need more frequent testing– Need to monitor each installation during

testing

EAP Coordination

• Were people able to effectively collect information about their population at the EAP?   If not, what would improve the process?

• Were there any EAPs that were overly crowded? If so, where did we have crowding issues?

• How would you know if a group or area did not report in to your DOC? How would you account for them?

• Building vs Departmental response

Accounting for Staff

• Faculty and staff accounted through Emergency Assembly Points and Department Operations Centers– 30 minutes to collect as much information as

possible– Checklists at EAP– Deliver information to DOC– DOC compiled information and reported to EOC

Faculty/Staff Accounting

Alumni

Athlet

ics

Bus A

ffairs

DoRDPS

Earth

Sci

Educa

tion

EH&S

Engine

ering

GSBH&S

Hoove

rIT

SLa

w

LBRE

PPO

R&DESM

C

SULAIR

Vaden

VPSA

0

200

400

600

800

1000

1200

1400

1600

1800

AlertSU Fac/Staff

AlertSU Fac/Staff

ExerciseFac/Staff

Faculty/Staff Count

Fac/Staff maximum = 9,283 Fac/Staff accounted for = 6,023 ~65%Note: 645 staff took 4+ hrs of vacation on Oct. 7

Accounting for Students

• Used three techniques for collecting student information– Counted at residence halls– AlertSU interactive survey– Counted at campus EAPs

• Students may be in many different locations– Residence hall, class, on campus, off campus

Student Accounting

@EAPsSurvey

Res Hall SurveyClass/Lab Survey

On Campus SurveyOff Campus

0

500

1000

1500

2000

2500

3000

3500

4000

Students Total Students = 18411Responded to Survey = 5709Physically counted @ EAP = 3631

General Accounting Lessons Learned

• Departments need to keep checklists up to date

• Process could be facilitated electronically but needs to be independent offline

• Need a better process for collecting information from classroom areas

DOC Experience

• School of Medicine• Athletics

Issue Tracking

• 14 of 24 DOCs reported stats on planted issues– 153 issues planted– 120 returned

• At least 4 changed substantially during the reporting process

• One generated an actual response

Additional Exercise Projects

• Partnered with Carnegie Mellon Disaster Management Initiative in Santa Clara– Aerial video of campus– Geocam mapping of field photography– Twitter monitoring

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Exercise Action Items

• Permanent classroom emergency instructions poster• Improve accounting procedures for students• Improve accounting procedures for staff• Develop more frequent testing protocol for OWS• Develop a sense of community response vs

individual response• Building response vs departmental response

OPEN DISCUSSION