Technology Standard Operating Procedures

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					                                      COPS 2007
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Standard Operating Procedures
David Funk
Public Safety Technology Specialist
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    Standard Operating Procedures


       “The amazing thing about
      standards is that there are so
         many to choose from.”

    Identifying the right standards to standardize
                  on is a critical choice

              Policies and procedures
          define the scope of standardization

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    Standard Operating Procedures


                      “The devil is in
                        the details!”

     Even the grandest project depends on
    the success of the smallest components

               Policies and procedures
                  are a key component
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    Developing Policies and Procedures



    What are policies and procedures?
    • Formalized interagency agreements
      on how a system will be maintained
      and used




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    Developing Policies and Procedures



     Why do we develop them?
     • Compliance
     • Operational needs
     • Manage risks
     • Continuous improvement
     • Policies and procedures establish
       how technology is to be used

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    Developing Policies and Procedures


    Who is responsible for developing
    them?
    • The system Governance Board
      • Approves acceptable policies and
        procedures
      • Developed by User and Technical
        Committees in a multi-agency system
        environment



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    Developing Policies and Procedures



    When should they be developed?
    • Starting early in the project and carried
      on through a process of continuous
      improvements after implementation




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    Interoperability Operations:
    Developing Policies and Procedures

      Interoperable standard operating
      procedures (SOPs) require:
      • A Project Foundation
            • Key elements
                   • An Executive Sponsor who…
                      • is educated about the need for
                        partnerwide interoperability SOP
                          • understands the associated
                            costs/recurring budget items
                          • believes in ongoing training and
                            exercises

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    Interoperability Operations:
    Developing Policies and Procedures


    • A Project Foundation                             (continued)


           • Build SOPs around the business
             case, to include:
              • Radio/data communications
                issues
                  • Equipment budget issues
                  • Personnel training and exercises
                  • Equipment/software use/
                    maintenance
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     Interoperability Operations:
     Developing Policies and Procedures

     • A Project Foundation                             (continued)



       • Create an SOP committee or sub-
         committee under Operations User Group
             • Committee should reflect makeup
               of participating disciplines (Police,
                      Fire, EMS)

                   • Use existing regional task forces or
                     advocacy group, if in place



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     Developing Policies and Procedures




       The best technology and
       infrastructure cannot make
       up for a poor or nonexistent
       set of instructions on how to
       use it


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     Developing Policies and Procedures

               Focus SOP Development on
                  Routine Capabilities

      • Policies and procedures for communications
        systems provide for agencies’ day-to-day
        operational needs

      • During the stress of emergencies, responders will
        likely perform the procedures they have learned,
        and used daily

      • Interagency communications procedures are only
        effective if used. They are most likely to be used
        if they are part of daily routine or practice

      • Provide key term definitions to reduce confusion
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     Developing Policies and Procedures


               Look for Regular Behaviors

     • Lay the groundwork for automatic behaviors
       during emergencies by establishing routine
       interagency procedures

     • Make “cheat sheets” for easy reference

     • Practice them during training and exercises

     • Include a clear and concise header block to ensure
       a procedure communicates the purpose and scope

     • Make clear assignment of responsibilities that
       identifies who does what and when
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     Developing Policies and Procedures

                     What to Include in Your
                       SOP Development
     • References to related documents to improve
       usability

     • Listing of applicable laws or regulations to
       communicate compliance

     • Keep a detailed list of revisions to track edit
       history

     • Develop forms to ensure proper control and
       record keeping

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     Interoperability Operations
     Developing Policies and Procedures

          Creating Operational Policies
                 and Procedures

       • The Technical and User Committees of
         the governing body are commonly
         tasked with responsibility to:
                   • Create the SOPs
                   • Carry them through approval and
                     adoption
                   • Maintain them over time



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     Developing Policies and Procedures

        Kinds of Policies to Consider for
            Interoperability Systems
       • ICS Communications Unit (NIMS)
       • Incident Dispatch Teams (Tactical
         Dispatch)
       • Emergency Traffic (How to handle)
       • Channel Span of Control (Off-loading
         busy channels)
       • Standard Plain Language (Drop the use
         of codes)
       • Operational Unit Reporting (Standardized
         reporting)
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     Developing Policies and Procedures

           Creating Operational Policies
                  and Procedures
         • The Incident Communications Plan
               • SOPs drive the development of the
                 Incident Communications Plan
               • The plan is specific to an incident due to
                 its unique geographic location the type of
                 operations undertaken
               • The ICS 205 Template identifies
                 communications resources for the incident
                      • Functional assignments
                      • Technical parameters


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     Interoperability Operations
     Developing Policies and Procedures
     • The diagram depicts a realistic organizational
       chart identifying responders to a hypothetical
       event by their function. What is this structure
       called?




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     Interoperability Operations
     Developing Policies and Procedures
                Interoperability Tech Guide
                    Standard Template
      Establish and use a standard method. Example:
          • A purpose or objective statement
          • A technical background statement describing
            capabilities and constraints under which the standard,
            protocol, or procedure is used
          • An operational context statement addressing when it is
            appropriate
          • A recommended protocol/standard statement
            addressing related criteria that qualify use of the one
            being established
          • The recommended procedure, itself, describing how the
            task is performed,
          • A management statement describing who is responsible
            for supervising or managing this procedure
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     Developing Policies and Procedures

                         Establish and Use
                        a Standard Process
         • Policies and procedures governing
           interagency communications are
           crucial for interoperability

         • Agencies that have adopted a
           standard method for their creation
           have found them easier to develop
           and maintain. An example comes
           from the one of the northern regions:
             Minneapolis-St. Paul, Minnesota

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     Interoperability Operations
     Developing Policies and Procedures

        Shared Systems in the Twin Cities

        • The Metropolitan Radio Board (MRB)
          of the Minneapolis-St. Paul,
          Minnesota, area oversees a radio
          system shared between many
          agencies
        • The Board has used a standardized
          template and approach to create an
          extensive set of standards, protocols,
          and procedures
        • Their document includes a template
          showing and describing seven
          elements:
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     Interoperability Operations
     Developing Policies and Procedures

        Shared Systems in the Twin Cities
         1. A document title, control, and approvals block

         2. A purpose or objective statement

         3. A technical background statement describing capabilities
            and constraints under which the standard, protocol, or
            procedure is used

         4. An operational context statement addressing when it is
            appropriate to be used

         5. A recommended protocol/standard statement
            addressing any related criteria that state why a
            policy/procedure being is being established

         6. The recommended procedure, itself, describing how the
            task is performed, including individual steps and locations
            of reference documents

         7. A management statement describing who is responsible
            for supervising or managing this procedure
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     Developing Policies and Procedures


                    Create Technical Policies
                        and Procedures

      • Following a standardized method, you
        can create policies and procedures that
        both serve your systems and are
        manageable

      • What kinds of SOPs will be needed?
         • Technical
         • Operational


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     Developing Policies and Procedures

               Create Technical Policies
            and Procedures – Radio System
     • Some of the more common ones include:
        • Equipment management and deployment
        • Standard equipment configurations
        • Maintenance of radio caches
        • Gateway configuration, maintenance,
          deployment, and use
        • Outage responsibilities and standards for
          repairs
        • Preventative maintenance
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     Developing Policies and Procedures


             Mission-critical Incident SOPS

        • What do they involve?

              • PSAP, EOC, Incident Command, Tactical
                Operations

              • Suggested elements of the policy

                     • Multi-agency, multi-discipline response

                     • Use of plain language

                     • NIMS/ICS
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     Developing Policies and Procedures


           Mission-critical Incident SOPS


       • Use of unit identification

       • Radio cache activation/deactivation

       • PSAP management of gateway
         request

       • Gateway activation

       • Gateway deactivation
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     Interoperability Operations
     Developing Policies and Procedures


       What Does Success Look Like?


       • Region/Statewide SOP compatibility
         between jurisdictions, disciplines, and
         agencies

       • Region/Statewide integration
         between jurisdictions, agencies, and
         disciplines
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     SAFECOM Continuum




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     SAFECOM
     Key Drivers for Progression
     Along Continuum




     •   Leadership commitment to achieve
         interoperability
     •   Leadership support for collaboration across
         disciplines
     •   Frequent usage of interoperability solutions
     •   Coordination across all disciplines (Governance,
         Technology, SOPs, Training)

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     SAFECOM
     Local/Regional Interoperability SOPs




     • Progression along the continuum is a
       corresponding process
        • Example, if you procure new equipment but have
          not developed procedures for its use, you have not
          truly progressed along the continuum

     • Local Agency Goal:
        • Regionwide SOP Integration based on NIMS,
          between agencies and disciplines


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     Developing Policies and Procedures




                  What are you doing in the
                  area of SOP development?

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Description: Technology Standard Operating Procedures document sample