Vermont Snapshot.pdfVermont CY2017-2018 Statewide Communication Interoperability Plan (SCIP)...

Vermont CY2017-2018 Statewide Communication Interoperability Plan (SCIP) Snapshot June 2018 Paperwork Reduction Act: the public reporting burden to complete this information collection is estimated at 10 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collected information. An agency may not conduct or sponsor, and a person is not required to respond to a collection of information unless it displays a currently valid OMB control number and expiration date. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden to DHS/NPPD/OEC, ATTN: PRA1670-0017.

Vermont 2017-2018 SCIP Snapshot

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Table of Contents Introduction ..................................................................................................................................... 2 Section 1: SWIC, Governance and COML Utilization Status ........................................................ 3

Table 1.1: SWIC Status and SCIP-related Meetings ............................................................... 3 Table 1.2: Governance Body Composition ............................................................................. 5

Section 2: Status of Goals and Target Measurements .................................................................... 8 Table 2.1: Status of Goals and Target Measurements ............................................................ 9

Section 3: Key Accomplishments and Challenges ....................................................................... 13 3.1 Key Accomplishments/Challenges Stories ......................................................................... 13

Table 3.1: Key Accomplishments/Challenges ....................................................................... 13 Table 3.2: Additional Assistance ........................................................................................... 14


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Introduction This Statewide Communication Interoperability Plan (SCIP) Snapshot is designed to provide an update on the progress of achieving the goals and strategic vision identified in the SCIP. Based on information provided in this report, the Department of Homeland Security (DHS) Office of Emergency Communications (OEC) will have an understanding of what progress has been made, what challenges remain, and how resources may be leveraged to support the State in completing the goals in its SCIP. OEC will use the information collected to help decide on Technical Assistance (TA) offerings and other support from OEC to meet initiatives and challenges identified in this report.1 This document is divided into three sections:

• The SWIC, Governance and COML Utilization Status section provides an opportunity to report on the status of the Statewide Interoperability Coordinator (SWIC), Statewide Interoperability Executive Committee (SIEC) or Statewide Interoperability Governing Body (SIGB) and COML utilization and oversight status.

• The Goals and Target Measurements section provides an understanding of the State’s progress and accomplishments toward goals that have been a focus across the emergency communications ecosystem2 and interoperability continuum. The ecosystem refers to the many inter-related components and functions (e.g., communications for incident response operations, emergency notifications, alerts, and warnings, requests for assistance and reporting, and public information exchange) of modern public safety communications capabilities. States/Territories are asked to explain the status of the goal including progress to date and impact to demonstrate the progress made against the SCIP.

• The Accomplishments and Challenges section provides stakeholders and decision-makers with a brief overview of the current interoperable and emergency communications environment within the State/Territory including key accomplishments and challenges. It also provides States/Territories the opportunity to request assistance in resolving a specific challenge within their SCIP and/or governance structure.

1 The information may also help inform other national reporting efforts to include Federal Emergency Management Agency’s (FEMA’s) National Preparedness Report and OEC’s Report to Congress on Emergency Communications Progress Since 9/11. 2 As referenced in the National Emergency Communications Plan found here.

http://www.dhs.gov/sites/default/files/publications/2014%20National%20Emergency%20Communications%20Plan_October%2029%202014.pdf


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Section 1: SWIC, Governance and COML Utilization Status In Table 1.1 below, identify the most accurate descriptor for the status of the SWIC and SCIP-related meetings for the previous year.

Table 1.1: SWIC Status and SCIP-related Meetings

SWIC

Position Status3 Funding Status Funding Source

☐Full-time (SWIC Duties Only)

☐Part-time (SWIC Duties Only)

☒Collateral Duty

☐No position

☐Other: ______

☒Fully Funded

☐Partially Funded #% (indicate percentage)

☐Not funded

☐State-funded grant

☒State-funded budget

☐Federally-funded grant

☐Locally-funded grant

☐Locally-funded budget

Deputy SWIC / Other Staff Support for the SWIC

Deputy SWIC Position Status

Deputy SWIC Funding Status

Deputy SWIC Funding Source

Other SWIC Staff Support

(Indicate Number in #)

☐Full-time

☐Part-time

☐Collateral Duty

☒No position

☐Other: _______

☐Fully Funded

☐Partially Funded #% (indicate percentage)

☐Not funded

☐State-funded grant

☐State-funded budget

☐Federally-funded grant

☐Locally-funded grant

☐Locally-funded budget

# – FTE Support

# – Part-time Support

# – Volunteer Support (i.e. working groups and committees)

# –Consultant/Contractor Support

SIGB / SIEC Meeting Frequency

SIGB / SIEC Meeting Frequency SIGB / SIEC Meetings Related to the SCIP

3 Please use the following definitions for status:

• Full-time: Full time employee where job responsibilities consist of only SWIC duties; • Part-time: Part time employee where job responsibilities consist of only SWIC duties; • Collateral Duty: Full or part time employee where job responsibilities consist of SWIC duties in addition to other duties

and positions; • Other: All other categorizations


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☐Monthly

☐Quarterly

☐Annually

☐Biannually (twice/year)

☒Other

☐SIGB / SIEC conducted a SCIP-related meeting

If so, how many # (indicate number)


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In Table 1.2, please select all that apply in regard to the interoperability governance body

Table 1.2: Governance Body Composition

Governance Body Composition

Is the membership inclusive of the following disciplines/participants/representatives?4 – Please check all that apply

State Government Leadership: ☒SWIC ☒State Department of Homeland Security ☒State Department of Emergency Management ☒State 911 Administrator/Emergency Communications Office ☒SPOC/FirstNet Representative ☐State EMAC Coordinator ☐State Chief Information Officer (CIO) ☐State Chief Technology Officer ☐State Chief IT Security Officer ☐State Training Officer ☐Public Utility Commission/Utility Regulation Authority ☐State Administrative Agency (SAA) ☐State Chief Financial Officer ☐Executive and legislative leaders ☐Governor’s Office

Applicable Associations: ☐Association of Chiefs of Police & State Sheriff’s Association ☐Association of Counties ☐Association of EMS Administrators ☐Association of Public-Safety Communications Officials (APCO) ☐Emergency Management Associations ☐Fire Chiefs’ Association/State Fire Fighters’ Associations ☐Hospital and public health associations and organizations ☐Municipal League ☐National Emergency Number Association (NENA) chapter ☐Public Works associations

Public Safety/Public Service Entities: ☒911 Officials

☐Local ☒State ☐Federal ☐Tribal ☐Corrections

☐Local ☐State ☐Federal ☐Tribal ☒Emergency Management

☐Local ☒State ☐Federal ☐Tribal ☒Emergency Medical Services

Other Applicable Entities (examples): ☐Board of Regents or Other higher education board representatives ☐Bordering States’ SWIC ☐Communications industry ☐Federal Government representatives ☐Geographic information systems organizations ☐Local Government representatives ☐Non-governmental organizations (NGO) specializing in disaster relief

4 For suggestions regarding governance body membership, please reference the DHS guide for Emergency Communications Governance Guide for State, Local, Tribal, and Territorial Officials: https://www.dhs.gov/sites/default/files/publications/2015%20Governance%20Guide_Master_508c%20Final.pdf.

https://www.dhs.gov/sites/default/files/publications/2015%20Governance%20Guide_Master_508c%20Final.pdf


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☒Local ☐State ☐Federal ☐Tribal ☐Private

☒Fire Departments ☒Local ☐State ☐Federal ☐Tribal

☒Law Enforcement X Local ☐State ☐Federal ☐Tribal

☐Public Health ☐Local ☐State ☐Federal ☐Tribal

☐Public Safety Communications Network Operators

☐Local ☐State ☐Federal ☐Tribal ☐Public Works

☐Local ☐State ☐Federal ☐Tribal ☐Transportation

☐Local ☐State ☐Federal ☐Tribal ☐State Militia/Military Forces ☒National Guard/Air National Guard

☐Private industry ☐Public at large (citizen) representatives ☐Regional Councils of Government (COGs) ☐Telecom carriers ☐State-level amateur radio organizations ☐Utilities ☐Government-owned ☐Commercial

Intrastate Regional Representation, as applicable: ☐Chairperson from each regional committee ☐Representative from each UASI within a region

Tribal Nation Representation, as applicable: ☐Tribal law, fire, EMS, and/or government representatives

Governance Body Components – Please check all that apply

☐SIGB/SIEC is codified in State law or through Governor Executive Order ☐SIGB/SIEC has authority to make and execute decisions ☐SIGB/SIEC charter is current and updated annually (as needed) ☐SIGB/SIEC meetings are well attended (e.g., regularly attended by 75% of members) ☐SIGB/SIEC includes active representation of all relevant disciplines and levels of government ☐SIGB/SIEC includes other local and regional intra-State governance structures ☐SIGB/SIEC is the designated governance structure for the Nationwide Public Safety Broadband

Network (NPSBN) ☐Memoranda of understanding/agreements (MOUs/MOAs) exist between jurisdictions/private entities

to facilitate sharing of communications equipment and infrastructure ☒SWIC is a central figure for all statewide programs, SIGB/SIEC activities, and funding associated

with interoperable and emergency communications ☒There are identified and open lines of communication between SWIC’s office and Governor’s

Office/executive level staff ☐SWIC facilitates regional coordination across governance body(ies)


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Do you have a COML utilization and oversight body at the SIEC advisory level?

No If yes, does the body have a Chairperson? Please provide the position and agency for this individual:

- Position/Agency: If no, does one exist in another governing body? No

- Which one? Communications Unit Leader (COML). A COML’s responsibilities include developing plans for the effective use of incident communications equipment and facilities, managing the distribution of communications equipment to incident personnel, and coordinating the installation and testing of communications equipment. Currently, Vermont is developing this capability.

- Does the body have a Chairperson? No If yes, please provide the position and agency for this individual:

o Position/Agency: Does the body use an SOP/SIG for qualifying and certifying individuals for COMU positions such as

COML, COMT? No Vermont plans to establish a program that documents and certifies individuals for COMU positions. The training documents and validation of training will fall within the SWIC duties.


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Section 2: Status of Goals and Target Measurements In April, 2017, the Vermont Department of Public Safety appointed a new Statewide Interoperability Coordinator. The new SWIC is based within the Radio Technology Services (RTS) unit of DPS. It is this operational unit that has responsibility for the telecommunication systems and equipment for the department including the Land Mobile Radio (LMR) system, the Vermont Microwave Network, telephone systems and project oversight of FirstNet. Among the departments served by RTS are the Vermont State Police, Emergency Management, Fire Safety, Criminal Justice Services, Agency of Transportation and municipal police, fire and emergency medical services. With this strong operational link to key public safety organizations, RTS undertook a major update of the SCIP to reflect current work and the establishment of a new Interoperable Communications Advisory Council (ICAC). The mission of the advisory council is to provide direction for interoperability planning and assist in the development of best practice applications for related technology. VCOMM In this updated SCIP, VCOMM refers to the Vermont Communications System. Previously, this system was called Lifeline and was overseen by a governance body called VCOMM or the Vermont Communications Board. This board was disbanded in 2017. As there is already a federal program called Lifeline, it was decided to rename the Vermont system as VCOMM for use in future education and outreach materials. VCOMM is a hailing system that operates on the VHF and UHF bandwidths and connects first responders located within a state coverage area to a dispatch center. All Vermont Public Safety Answering Points (PSAPs) are connected to the system. The system initially debut in 2013, but there were difficulties associated with dispatchers engaging with the channel to respond to the infrequent requests for assistance. Consequently, as first responders tried out the system, they did not always receive a response and concluded that VCOMM did not work. The channels remained unused. A major focus of the updated SCIP will be to work with dispatchers and first responders and conduct targeted outreach and training to encourage use of the system. How VCOMM Works VCOMM is intended to provide interoperable radio coverage and service throughout Vermont and provide an alternate operability solution for first responders where their primary LMR system is not working. The VCOMM system of 26 VHF and 23 UHF transmitters provides voice-only transmission. The system links fire, EMS and law enforcement first responders to local, state and federal agencies in Vermont and other jurisdictions. Through the dedicated tactical U-Call/V-Call VCOMM channels, first responders can talk with each other at the scene, regardless of the department they are affiliated with. Incident commanders and practitioners utilize VCOMM calling channels VTAC 11 and UCALL 40 to contact one of six PSAPs and request mutual assistance. The PSAP dispatcher can call in responders outside of the immediate VCOMM service area on other LMR channels to coordinate a response. Once on scene, VCOMM tactical channels allows multi-disciplinary communication and coordination.


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Responding to and Preparing for New Technology In this updated SCIP, there is a renewed focus on responding to and preparing for new technology that will encourage and enhance interoperable communication. With the nationwide public safety broadband network now in a buildout phase, the public safety community is examining how broadband access can enhance interoperable communication. Among those considerations is how legacy LMR systems might interwork with a broadband network. A key tool to bridging these technologies is found in P25 standards. The current standard for public safety LMR was created by the APCO Project 25 Program and is known simply as P25. P25 has its own standards process that is managed independently by the Telecommunications Industry Association (TIA) that specify the entire network end-to-end. Historically, the LMR market was fragmented due to the propriety nature of LMR systems being deployed. The P25 standard addressed the need for a standards-based approach to LMR technology. As part of the standard, network interface standards were developed, specifically the TIA-102. This standard defines how Radio Frequency Subsystems (RFSS) can be connected via an IP interface to allow wireline interoperability. The Inter Sub-System Interface (ISSI) is an IP based connection based on the Session Initiation Protocol 3 (SIP) for call control and media is handled via the Real-time Transport Protocol (RTP). The ISSI interface was initially meant to be, and is still defined as, an interface between two P25 LMR systems – not a P25 LMR system and LTE IMS core or MCPTT server. However, because of the flexibility of LTE application servers and IMS core network infrastructure, the infrastructure can emulate the signaling and media of a P25 RFSS, essentially “looking” like a P25 system. To take advantage of the ISSI standard, Vermont’s public safety community must operationalize P25 digital in their LMR systems. The Department of Public Safety plans to operationalize P25 digital for the Vermont State Police, the largest enforcement entity in the state. In 2017, DPS conducted a survey of law enforcement entities regarding a switchover to P25 digital technology. The survey indicated that many of those entities were waiting for the VSP to begin transmitting via P25 digital radios before they made a technology change. Once the VSP makes the switchover, it is thought that a large number of other departments will also make the change. A challenge will be to find ways to assist departments who are unable to purchase new radios to accommodate this change. Table 2.1: Status of Goals and Target Measurements

# Goal Status of the Goal Progress to Date Impact Proposed Target

Measurements 1. Create new

Interoperable Communications Advisory Council (ICAC)

Not Started (0%)

Work to begin in 2018.

No impact at this time.

Group formed & meeting. Group providing feedback on SCIP.


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Measurements 2. Transition

existing VCOMM system from a dispatch-centric system to an operator-centric system.

In Progress (35%-74%)

Completed technology upgrades to dispatch consoles. Dispatcher training pending.

Dispatching consoles at Williston & Westminster PSAPs equipped with visual cue function.

State-run PSAPs are equipped with visual cue function & dispatchers trained to respond to the cue.

3. Implement Dual Tone Multi Frequency signal control for VCOMM system in Vermont.


Completed technology upgrades to all VCOMM sites in the NW region.

DTMF allows users to activate repeaters that are local to an active incident.

DTMF installation completed in all regions of Vermont.

4. Provide training for first responders on VCOMM system.

Started (1%-34%)

VCOMM web page under construction & Standard Operating Procedures to be written on the system.


Web page live. SOPs written.

5. Conduct outreach to increase awareness of VCOMM system & resources.

Not started (0%)

Work to begin in 2018.


Materials distributed to first responders based on regional implementation.

6. Conduct VCOMM field exercise training with first responders.

Not Started (0%)

Planning to begin in 2018 for NW region exercise.


NW field exercise held. Plans in place to repeat training in NE, SW & SE regions.

7. Assess means to establish a Communications Unit (COMU) program in Vermont.

Started (1%-34%)

Conversations held with OEC personnel on COMU program & requesting Technical Assistance (TA) to start a program.

Information gathered on COMU program enabling some planning work to begin.

Technical Assistance request made & COMU planning meeting held with ICAC.

8. Create plan for implementing COMU program in Vermont.

Not Started (0%)

Plan composition awaits meeting between ICAC & OEC trainer.


Plan written & timeline in place to implement.


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Measurements 9. Identify

broadband applications VT first responders could use in interoperable communication.

Not Started (0%)

Will work with the Public Safety Broadband Network Commission (PSBC).


Two to three broadband applications are identified.

10. Select at least two broadband applications & contact app developers to facilitate VT demonstration.

Not Started (0%)

Will work with Public Safety Broadband Network Commission (PSBC).


Vermont demonstration held by developers for public safety community.

11. Facilitate distribution of training materials on broadband applications.

Not Started (0%)



Materials distributed to the public safety community.

12. Identify & plan for transitional public safety applications, software & databases between LMR systems & broadband-based systems.

Not Started (0%)



Written plan provides direction for transitional technology implementation to ensure mission critical communication is maintained & enhanced. Implementation process is identified & timeline in place.

13. Attend conferences & SWIC meetings to learn about other interoperable state systems.

Started (1%-34%)

A Vermont representative attended SWIC meetings in Nov. 2017 & May 2018.

Knowledge of interoperable communication gained by key planners & managers for Vermont interoperable communication.

Vermont representatives are attending interoperable meetings and conferences.


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Measurements 14. Guide &

encourage the process of securing P25 capable radios across law enforcement entities in Vermont.


The Vermont State Police—the largest enforcement body in the state—are now equipped with P25 capable radios. A survey of VT law enforcement agencies in Feb. 2017 found the majority had already switched to digital. Agencies are waiting for the VSP to begin to use P25 digital before implementing on their radios.

The VSP must pick an activation date & work to prepare municipal & other law enforcement entities to be ready for the channel switchover. One barrier to smaller agencies making the switch is lack of funds to buy the needed equipment. The targeted deadline for activation is no later than December 2019.

VSP radios are P25 digital capable and activated for daily use. Other VT law enforcement entities adopt P25 digital radio systems.

15. Promote P25 standards and create a timeline for the next radio refresh.

Not Started (0%)

No progress has yet been made.

As the VSP activation date nears, outreach is needed to promote the P25 standards and a timeline for a radio refresh.

All law enforcement radios have been refreshed to be P25 capable and a timeline created for a radio refresh.

16. Develop a best practices roadmap for migration to emerging technologies & applications, including encryption standards.

Not Started (0%)

No progress has yet been made.

A challenge is to create the new ICAC & engage the council in planning activities.

Vermont has a best practices guide written & ready for implementation.

17. Explore alternative funding solutions for voice interoperable communications systems.

Not Started (0%)

When the ICAC is formed, the group can advise on funding solutions.

A challenge will be to identify funding sources and to persuade funding authorities as to the importance of upgrading technology.

Funding sources are identified & available for technology upgrades.


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Section 3: Key Accomplishments and Challenges 3.1 Key Accomplishments/Challenges Stories In this section, provide any examples of accomplishments or challenges that took place within your state that have not previously been noted. Each example should have occurred in 2017-2018 and had an impact on interoperable and emergency communications within the State/Territory. You may choose more than one type if the example pertains to multiple categories within the interoperability continuum. Table 3.1: Key Accomplishments/Challenges **Table includes dropdown and fillable boxes.

Accomplishment/Challenge Type Example

Accomplishment

Technology

Progress was made in 2017 in planning efforts to upgrade the VCOMM system to enable the transition in 2018 from a dispatch-centric system to an operator-centric system. This planning work lays the groundwork to conduct training exercises in 2018 to encourage the use of this system which enables on scene multi-disciplinary communication and coordination.

Challenge

Governance

Vermont’s previous interoperability plan was heavily dependent on the work of the Vermont Communications Board. Activities were put on hold as efforts were made to reinvigorate the board, but it was eventually disbanded in 2017. A new smaller advisory council is proposed in this updated SCIP. It is hoped that a small governance group will provide the input needed for ongoing interoperability work without adversely taxing those participating.

Accomplishment

Governance

The SCIP for Vermont was reworked to reflect current work and the planned establishment of a new Interoperable Communications Advisory Council (ICAC).

Accomplishment

Outreach & Information Sharing

A goal in Vermont’s previous SCIP was to implement outreach & education activities for the Public Safety Broadband Network Commission (PSBC). In 2017, there were 18 presentations that reached 612 individuals; two newsletters in electronic & print form were produced and distributed each time to more than 700 public safety members; and the web site had 2,705 unique visitors and 28,288 page views. The work of the PSBC culminated in 2017 with the FirstNet opt-in decision by the Governor.


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Table 3.2: Additional Assistance

Any additional comments or insights on what type of assistance you may need to move your goals forward?

Yes

Among the goals of the updated SCIP is to begin a COMU program. Vermont will need assistance in the planning & creation of a program. Also, in the switchover to P25 digital radios, Vermont’s smaller law enforcement entities may need financial assistance to purchase new equipment. Regarding state/federal interactions, Vermont would appreciate having clear federal guidance regarding the policy and program interactions between the FirstNet Authority and any DHS OEC supported programs.

Vermont Snapshot.pdfVermont CY2017-2018 Statewide Communication Interoperability Plan (SCIP)...

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