When President George Bush and Senator John Kerry met for the presidential debate held at Washington University, it was a Microsoft(R) Office Professional Enterprise Edition 2003 solution that kept the security command center operating at peak efficiency. The userfriendly system performed flawlessly, supplying command staff with real-time information from more than 450 police officers in the field to achieve an unprecedented level of control over more than 1,500 preplanned events and other incidents as they arose. The solution evolved from a project instigated by the Missouri Office of Homeland Security that uses Microsoft Office SharePoint(R) Portal Server 2003 to foster real-time communications and orchestrate the collaborative business processes of hundreds of state, regional, and local agencies as they work to detect, deter, prevent, and respond to acts of terrorism in the state.
Situation
Governor Bob Holden created the Missouri Office of Homeland Security on September 26, 2001, making Missouri the first state in the United States to create an office reporting directly to the governor. Governor Holden appointed Tim Daniel as the State Director of Homeland Security to set into place homeland security processes that will ensure the readiness of the state and its communities to deter, prevent, and appropriately respond to acts of terrorism in Missouri.
To achieve this goal, Daniel (who left his position as State Director in December 2004) led state government homeland security activities in conjunction with the Missouri Security Council. This required the collaboration of leaders representing state and local government; state and local law enforcement, fire service, emergency medical, and environmental emergency planning officials; the owner/operators of the state's critical infrastructure; private citizens; and other relevant officials. The State of Missouri has been divided into 9 regions to foster local strategic plans for emergency preparedness, so Daniel's job of fostering collaboration among a diverse group of agencies from different cultural, social, and technological backgrounds was a challenging one. For example, 97 different political jurisdictions exist within the metropolitan area of St. Louis alone.
"I was having a difficult time communicating effectively with everyone and getting work done at a sufficient pace," says Daniel, who operated with a staff of two. "We wanted to allow people to come together on a regional or state level to make plans and develop appropriate processes to achieve progress in ensuring homeland security. Many are busy with other full-time jobs, making it a challenge to schedule face-to-face meetings. I needed another way to collaborate with these key communities of interest, and I looked to technology."
Daniel faced other obstacles, as well. Opening up the lines of communication with law enforcement officers, firefighters, emergency medical personnel, fire and police chiefs, government officials, and agencies meant finding a solution that would accommodate users across a wide spectrum of technical competency.
"I needed to deliver a technology solution that would be simple, accessible, and easy to use on a daily basis," says Daniel. "It had to have that 'wow factor' with a low training threshold."
While ease-of-use was an important criterion, Daniel defined another requirement necessary for the solution's success. "We needed a tool that would be more than an efficient, accessible forum for communication. The technology would also have to be flexible enough to enable the various business processes we are putting into place to ensure homeland security in Missouri," he explains. "Without the capacity to support how we want people to work toward this common goal--the definable, measurable, and repeatable tasks that make up business processes--the tool would be nothing more than a toy."
Solution
Microsoft Certified Partner Convergence Communications answered an e-mail request for proposals on the Missouri Office of Homeland Security Web site, and soon after, the company began developing a Microsoft® Office Professional Enterprise Edition 2003 solution that eventually became the Missouri Homeland Security Network or "mohsnet." The solution is based on the Microsoft Office SharePoint® Portal Server 2003 collaboration and information sharing portal, and uses Microsoft Office Live Communications Server, Microsoft Exchange Server 2003, and Microsoft Office Professional Enterprise Edition 2003 on the desktop. This Web-based collaboration tool runs on the Microsoft Windows Server™ 2003 operating system, and is accessed through the Internet Explorer 6 browser. The portal delivers collaboration functions such as e-mail, forums, calendars, shared documents, task lists, and messaging that allow stakeholders to efficiently work together remotely. The portal also provides Web sites for individual agencies to promote their own internal communications. These agency-level sites are linked together to promote regional collaboration.
The Office of Administration for the State of Missouri, acting as the procurement agency, chose an Office Professional Enterprise Edition 2003 solution in favor of potential competitors. The State Emergency Management Agency had previously purchased an IBM crisis management solution using E Team software for its emergency management function. "It didn't take me long to realize that E Team was too unwieldy for people to incorporate into their everyday jobs," says Daniel. "By contrast, there is nothing more user-friendly than Microsoft Office. I'm a complete apostle."
The Missouri Office of Homeland Security worked with Convergence to develop added functionality for the collaboration portal. These pieces proved to Daniel that the decision to go with Office Professional Enterprise Edition 2003 technologies was the correct one. For instance, Daniel had wanted the collaboration portal to support business processes, so he asked Convergence to build in a digital approval process. Now, when a stakeholder submits an application to the portal, it's routed to the correct region, where a designated approver can accept or deny it with the click of a mouse. If approved, the solution automatically adds that user into the system with the appropriate access rights.
Similarly, Convergence built in an alarm function that uses the growing registration data (there is an expectation that 100,000 users will eventually be registered in the portal) to build a role-based access plan for reaching targeted communities quickly. For example, if Daniel needs to send an alarm to all fire chiefs in Region C, he simply clicks through three or four buttons in a prescribed sequence to send a message through e-mail, Short Message require large IT departments to build and maintain."
Benefits
Today, the Missouri Office of Homeland Security has more than a scalable, multipurpose collaboration forum for homeland security activities across the state. Daniel admits that at the beginning he envisioned the project only as a planning and communication tool, but as the solution developed, he could see that it would provide much more. "We thought it would be good for planning, but not for event execution and emergency response," he says. "But it turned out to be a tool that's easily shaped to the needs of stakeholders across all phases from planning to execution to after-action review."
So when Washington University in St. Louis was chosen as the venue for President Bush and Senator John Kerry's second presidential debate, it created a high-profile opportunity for the Microsoft Office Professional Enterprise Edition 2003 solution to prove itself in the field. With security requirements set at unprecedented levels, the event required the collaboration of 25 federal and state agencies, including the U.S. Secret Service; 450 police officers from the University City, St. Louis, and Clayton police departments; many firemen, dispatch personnel, and 911 operators; and a 25-member command staff at command headquarters in the Charles F. Knight Executive Education Center at the university. Altogether, the security forces assembled for the October 8 debate was one of the largest ever seen on the university campus.
"Microsoft Office Professional Enterprise Edition 2003 technologies performed flawlessly during the four-day event," says Daniel. "In the end, the solution provided a real-time communications advantage in managing the flow of information among units on the ground and the command center. We call that 'situational awareness,' and it's the difference between organized chaos and complete control."
Real-Time Communication Facilitates Planning It was this capability for enabling real-time communication that caught the interest of Mike Smiley, Deputy Director, Office of Emergency Management, St. Louis County Police, who was charged with developing a security plan for public safety during the debate. Months ahead of the event, Smiley's team was meeting with Washington University to prepare the security layouts, and with Nick Gragnani, then Deputy Director, Office of Emergency Management, St. Louis County Police, who was charged with designing the command center. "We saw immediately the portal had all the requirements for electronic collaboration, and we worked with Convergence to tweak the solution to accommodate our needs," Smiley recalls.
Convergence created the E-Sponder solution with services and functionality specific to the presidential debate, and deployed it as integral part of the existing Office SharePoint Portal Server 2003 solution. (See Figure 1.) Debate planners used a designated Web site on the portal to streamline collaboration--sharing maps, documents, and plans--as well as using instant messaging for real-time discussions. "I've developed security plans for four presidential debates, and it was difficult to make sure everyone was on the same page," says Smiley. "But Office 2003 made multiagency collaboration easy."
Microsoft Office Professional Enterprise Edition 2003 technologies also helped Gragnani to solve his biggest challenge: designing a command center that would encourage all the commanders to remain in the room for the duration of the event. "As soon as a commander senses he doesn't have the whole picture he'll get up and leave the room to find out more, and I didn't want that to happen," says Gragnani. "I knew from seeing Office 2003 in action that I could safely say to the commanders that they would have all the information they needed right there in the room."
Microsoft Office Professional Enterprise Edition 2003 technologies also helped Gragnani to solve his biggest challenge: designing a command center that would encourage all the commanders to remain in the room for the duration of the event. "As soon as a commander senses he doesn't have the whole picture he'll get up and leave the room to find out more, and I didn't want that to happen," says Gragnani. "I knew from seeing Office 2003 in action that I could safely say to the commanders that they would have all the information they needed right there in the room."
Previously, command staff sat around a table covered with radios, each listening to communications from their ground personnel. Not only did this system create a noisy distraction, but it only provided individuals with pieces of information, and there was no way to adequately convey the entire picture of unfolding events to everyone present. Instead, the Microsoft Office Professional Enterprise Edition 2003 solution enabled Gragnani to design a command center that looked and functioned unlike any of its predecessors. Now the incident command team, including Secret Service personnel and fire and police chiefs, sat around a large table and watched events unfold on a wall-sized screen display. Around the room, representatives from 25 agencies, including the Secret Service, FBI, Fire and Transportation Services sat at computers running the Microsoft Office-based E-Sponder solution. Down the hall a dispatch room containing the dispatchers and 911 operators sat at similar terminals. These personnel formed the front line to the command center, listening to radio calls from many police units and undercover agents stationed in various locations around the campus and along President Bush's and Senator Kerry's motorcade routes. As information came in, dispatchers entered it into the portal system, which automatically updated the wall-sized screen display in the command center in real time.
The solution came in particularly useful for drawing up lists of pre-planned events that would form the backbone of security management activities for the debate. (See Figure 2.) An example of a pre-planned event would be the date and time that President Bush's motorcade was expected to leave his local accommodations to travel to Washington University. Convergence used the Microsoft Office InfoPath(R) 2003 information gathering program to replicate paper Incident Command System (ICS) forms that itemized tasks to be completed before, during, and after the debate. The ICS is a standard set of processes to manage multi-jurisdictional crisis responses.
"We created a process to submit the forms online to the portal," explains Wolf. "A custom application then opened the form, extracted the task, and submitted it to a Task List in SharePoint Portal Server to create preplanned event lists for the command staff." During the event, the task list was displayed on the large screen in the command center, so the command team could see what was expected to happen and when. As police units on the motorcade route executed their specific tasks--for example, clearing an intersection of pedestrians--the unit's supervisor would radio the dispatch center. When a pre-planned event was reported as successfully executed, the dispatcher would enter that information into ESponder to clear that item off the list and the item would simultaneously drop off the screen in the command center. If a preplanned event was not cleared at the expected time, it would turn red on the screen to capture immediate attention.
Situational Awareness Reduces Event Resolution Time
A similar process in E-Sponder automated the management and reduced the resolution time for unplanned events, such as a suspicious character seen walking through the campus. A second large screen in the command room displayed the presence of any unplanned event, and the actions taken to address it, also in real time. Together the two screens gave the command staff a graphic display of what was supposed to happen and what was actually happening, ensuring total situational awareness.
When a fire broke out in a house on President Bush's motorcade route, again the system had a chance to prove itself. Within seconds, the news came over the radio into the dispatch center and was recorded on an Unplanned Incident SharePoint form that showed up on each of the 25 desktops in the command center, as well as on the second large-scale screen in the command center. As dispatchers continued to receive news from on-site supervisors managing ground personnel, it was relayed onto that screen in real time, so the commanders could make decisions based on what was happening at that moment. Fire trucks were given a police escort to the house and the fire was contained, without having to re-route the President. Office 2003 technologies provided a single system for everyone to share information in real time, enabling what Daniel and other government officials call "network centric" operations.
"This incident was resolved in less than five minutes, whereas without the Office 2003 solution, it would have taken us 15 minutes to figure out what was going on," says Gragnani. "Office 2003 provided a single system for everyone to share information in real time, so that for the first time, the commanders could see a display of planned and unplanned events unfolding before them in real time. No one needed to leave the room. Instead, they worked in unison and molded events to achieve the right outcome."
"Office 2003 technologies are the most amazing tools I've used," concludes Daniel. "To encourage collaboration, your solution has to unlock the users' imaginations so they'll run with it. Office 2003 is that sort of tool."
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