Integrating Web-Based Emergency Management Collaboration Software into Airport Operations--A Primer (2013)

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1 Web-based emergency management collaboration tools (WBEMCTs) can support man- agers facing the complex challenges inherent in airport operations. Many airport manag- ers have access to emergency management software at low or no cost through their city or county emergency management agencies, and some use these systems to conduct training exercises and respond to emergency situations. However, to date, very few managers regu- larly use existing systems to their fullest extent. In short, a valuable resource is often underutilized. When fully implemented, these sys- tems can save time, conserve resources, and prevent miscommunication during responses to emergencies or other challenging events. In addition, during day-to-day operations, web- based systems can be used to create, maintain, and update reports and electronic logbooks as well as provide regular tracking of maintenance or operations issues affecting an airport on a daily, weekly, or monthly basis. While these systems are potentially very useful, they may not present the best solution for every airport at this time. The information presented in this primer can help operators decide whether their airport would benefit from implementing such a system, and, if so, which system would best serve their specific situation. Airport operators will ideally avoid hasty implementation of a system without full consideration of their unique needs. In order to develop and maintain the best solutions possible, operators need to make informed decisions based on careful evaluation of their unique environments and needs before weighing costs. They should assess available funding, their relationship to city or county emergency operations centers (EOCs), and internal emergency management requirements, as well as a variety of issues unique to their specific operations such as staff interest and perceived utility, frequency of extreme weather events, and the best timing for implementing new technology. For most airports, there is no need to purchase, configure, and implement an individual WBEMCT. Instead, airports looking to enhance their working relationship with local emer- gency management agencies can consider employing those agencies’ existing WBEMCTs to facilitate effective responses to emergencies and support efficient daily operations. Currently no WBEMCTs have been developed specifically for airport operations require- ments, and only a handful of software vendors have actually customized their products to support airport operations. In some cases, managers are finding that they can modify exist- ing software, develop their own systems, or cobble together a piecemeal “system of systems.” While this primer is not an illustration of best practices, it does illustrate how some managers find these tools useful. S u m m a r y Integrating Web-Based Emergency Management Collaboration Tools into Airport Operations—A Primer

2 Integrating Web-Based Emergency management Collaboration Tools into airport Operations—a Primer This primer provides guidance for airport managers interested in and responsible for selecting, implementing, and operating a WBEMCT. The primer • Evaluates the full spectrum of web-based solutions, ranging from airport emergency managers obtaining an account on an existing system in the city/county emergency management agency at little to no cost, to a fully integrated system of servers with airport-unique dashboards; • Identifies key features of a WBEMCT; • Spells out important issues to consider before acquiring and implementing a system; • Suggests available federal, state, or local government grant monies for funding the acquisition of web-based tools; • Addresses security concerns; • Highlights best practices; and • Identifies common pitfalls. The primer also identifies and describes essential criteria and desired features of web-based tools, including the following: • Operation within the airport’s current information technology (IT) design; • Status boards, dashboards, and a common operating picture (COP); • Communication tools within an airport system that relay data to external emergency manage- ment systems; and • Tracking and documentation of actions and resources. IT staff should be included in the selection process, as integration of a WBEMCT into existing airport systems is vital to the success of the project. Appendix A provides a requirements matrix to help staff determine precisely how their airport could benefit from implementing web-based tools, and Appendix B provides a sampling of available systems from 10 different WBEMCT vendors to assist in the selection process. Ideally, WBEMCTs can be used on a regular basis to maintain proficiency and ensure that staff feel very comfortable using the systems during stressful situations. In many cases, with careful selection and minimal training, managers can implement web-based systems to pro- vide time- and cost-effective tools that will help their airports operate more efficiently and effectively both when disasters strike as well as during day-to-day operations.