Guidebook for Preparing Public Notification Programs at Airports (2017)

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116 A p p e n d i x e Overall Program Decision Guide

OpdG – program development 117 This Overall Program Decision Guide (OPDG) has been designed to help assist tracking and documenting of airport results and conclusions and to be used at the airport’s discretion. The OPDG provides additional resource tools for the tasks covered in this guidebook in chapters 2 through 7. The OPDG may be completed after each chapter or as a final, comprehensive review document. OPDG for Critical Decision-Making Areas for Program Development (Corresponds with Chapter 2: Critical Decision-Making Areas for Program Development) Resource PD-1 – Preliminary Decisions Options include (choose one): Option 1. Existing AEP including emergency notifications. Emergency notifications are included in the AEP. All other functional sections are written into a stand- alone notification program. Option 2. Comprehensive Stand-Alone Notification Program with AEP. Required functional sections on emergency notifications from an existing AEP are duplicated and included with all other notification functional sections into a single, comprehensive stand-alone notification-specific program. Option 3. No AEP. The airport either revises its existing notification program or develops a single comprehensive, stand-alone notification-specific program. Other: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

118 OpdG – program development Resource PD-2 – Program Management Process Project Sponsor: Responsible Department/Division: Budget Cost Center/Project Number Project Management Team (PMT) consisting of: 1. Project Sponsor; 2. Steering Committee; 3. Program Planning Team; and 4. Stakeholder Committee. The Steering Committee is made up of senior representatives from the various departments, divisions and/or sections involved in the execution or receipt of notifications. The Steering Committee members are: (Customize table/add rows as necessary) STEERING COMMITTEE MEMBERS Member’s Name Affiliation Contact The Program Planning Team (PPT) is tasked with all of the work required for the program planning. The PPT members are: (Customize table/add rows as necessary) PROGRAM PLANNING TEAM (PPT) Member’s Name Affiliation Contact

OpdG – needs Assessment 119 OPDG for Needs Assessment (Corresponds with Chapter 3: Conducting a Needs Assessment) Resource NA-1b The assigned members of the PMT/PPT have completed the lists of internal and external stakeholder groups to consider as recipients of notifications checklist (see Resource NA-1a). INTERNAL NOTIFICATION RECIPIENTS Name Affiliation Phone Email EXTERNAL NOTIFICATION RECIPIENTS Name Affiliation Phone Email Yes No

120 OpdG – needs Assessment Resource NA-2b The assigned members of the PMT/PPT have completed the airport assessment of risks needing notifications checklist (see Resource NA-2a). Yes No The emergency events requiring notifications are: 1. 2. 3. The incidents needing notifications are: 1. 2. 3. The non-emergency events needing notifications are: 1. 2. 3.

OpdG – needs Assessment 121 Resource NA-3b The team has completed the stakeholder’s situation/events requiring notifications checklist (see Resource NA-3a). STAKEHOLDER RESPONSE LIST Stakeholder Name Returned Checklist Did Not Return Checklist Comments A COMPREHENSIVE LIST OF EMERGENCIES THAT STAKEHOLDERS WANT TO BE NOTIFIED OF Emergency PPT Agrees PPT Disagrees Comments A COMPREHENSIVE LIST OF INCIDENTS THAT STAKEHOLDERS WANT TO BE NOTIFIED OF Incident PPT Agrees PPT Disagrees Comments A COMPREHENSIVE LIST OF NON-EMERGENCIES THAT STAKEHOLDERS WANT TO BE NOTIFIED OF Non-Emergency PPT Agrees PPT Disagrees Comments

122 OpdG – needs Assessment Resource NA-4/Part 1b The team has completed the airport public notification responsibilities checklist (see Resource NA-4/Part 1a). Yes No From this checklist the PPT has determined the airport’s overall notification responsibilities to their internal stakeholders to be: From this checklist the PPT has determined the airport’s overall notification responsibilities to their external stakeholders to be:

OpdG – needs Assessment 123 Resource NA-4/Part 2b The team has completed the airport department/section/person responsibilities checklist (see Resource NA-4/Part 2a). Each department/section/person assigned a notification responsibility needs to address, develop, and document the specific procedures needed to meet their notification responsibilities. The procedures should be NIMS/31C compliant and written as a functional section to be included in the airport’s public notification program. Event/Functional Section Department/Section/Person Date Completed Resource NA-4/Part 3b The team has completed the airport public notification responsibilities checklist (see Resource NA-4/Part 3a). Yes No Each department/section/person assigned a notification responsibility needs to address, develop, and document the specific procedures needed to meet their notification responsibilities. The procedures should be NIMS/AC 31C compliant and written as an event/hazard-specific section to be included in the airport’s public notification program. Event/Hazard- Specific Department/Section/Person Date Completed Yes No

Resource NA-5b The team has completed the assessing physical location checklist (see Resource NA-5a). Yes No Terminal Locations The team has determined the following areas to be inadequate: Actions needed: Areas that need ADA attention: Assignments: (continued on next page) 124 OpdG – needs Assessment

Resource NA-5b (Continued). Airfield Locations The team has determined the following areas to be inadequate: Actions needed: Areas that need ADA attention: Assignments: OpdG – needs Assessment 125

Resource NA-6b The team has completed the policy and procedure checklist (see Resource NA-6a). New policies, changes or updates that need to be written are: POLICIES NEEDING DEVELOPMENT 1. 2. 3. POLICY TRACKING FORM Policy Assigned To Date Completed New procedures, changes or updates that need to be written are: PROCEDURES NEEDING DEVELOPMENT 1. 2. 3. PROCEDURE TRACKING FORM Procedure Assigned to Date Completed The team has received legal review regarding the new policies and procedures. Yes No 126 OpdG – needs Assessment

Resource NA-7b The team has completed the current notification capabilities worksheet (see Resource NA-7a). Yes No A written summary of the airport’s current notification capabilities: Resource NA-8b The team has completed the assessment of the airport’s systems/methods/tools worksheet (see Resource NA-8a). Yes No The systems that need to be updated are: The systems that need to be replaced are: (continued on next page) OpdG – needs Assessment 127

Resource NA-8b (Continued). Systems that will be used for emergency (including initial, follow-up, and all-clear) notifications are: Systems that will be used for incident (including initial, follow-up, and all-clear) notifications are: Systems that will be used for non-emergency (including initial, follow-up, and all-clear) notifications are: Does the needs assessment regarding actions to be taken on systems/methods/tools indicate that changes are needed? Yes No Systems/methods/tools that should be continued and carried forward into the new program are: Systems requiring upgrades or improvements are: (continued on next page) 128 OpdG – needs Assessment

Resource NA-8b (Continued). Inadequate systems that should be replaced or discontinued are: Additional resources that need to be procured are: Does the needs assessment regarding actions to be taken on the notification program indicate that changes are needed? Yes No The following updates or changes to the current plans and procedures are needed: OpdG – needs Assessment 129

OPDG for Exploring Options (Corresponds with Chapter 4: Exploring Options) Resource EO-1 Information from stakeholders/notification recipients will be gathered by the following method(s): Resource EO-2 The team has conducted an inventory of tenants’/stakeholders’ current systems/methods/tools and has determined their notification capabilities to be: TENANT NAME SYSTEM/METHOD/TOOL CAPABILITY 130 OpdG – exploring Options

Resource EO-3 The team has explored an internal partnership/relationship with the listed groups and has determined whether the airport is/is not able to partner with them. INTERNAL STAKEHOLDER PARTNERSHIPS/RELATIONSHIPS Company/Group Yes Partner No Partner Resource EO-4 The team has explored an external partnership/relationship with the listed groups and has determined whether the airport is/is not able to partner with them. EXTERNAL STAKEHOLDER PARTNERSHIPS/RELATIONSHIPS Company/Group Yes Partner No Partner OpdG – exploring Options 131

Resource EO-5 The team has identified the following airport systems/methods/tools with notification functionalities that would be beneficial if included in the notification program: Resource EO-6 The team has concluded that the following new systems/tools are needed at this time: EXISTING SYSTEMS WITH NOTIFICATION FUNCTIONS Include? System/Methods/Tools Yes No 132 OpdG – exploring Options

OPDG for Developing the Program (Corresponds with Chapter 5: Developing the Program) Resource DP-1&2b The team has looked at the example goals and objectives for airport public notification programs provided in guidebook Chapter 5 (see Resource DP-1&2a). Rules for Goals Yes No Program objectives have been written collaboratively. Goals reflect the desired results of the program. Goals address the necessary regulatory responsibilities. Goals have been written with our identified recipient groups in mind. Goals have been written with our identified targeted populations in mind. Rules for Objectives Yes No Program objectives have been written collaboratively. Objectives are measurable. Objectives are specific by including who, what, and where. Objectives are directly related to an appropriate goal. Objectives are time specific. Objectives include realistic program resources. Objectives include realistic planning implementation expectations. OpdG – developing the program 133

Resource DP-3 The team has identified the following existing agreements that apply to airport notifications and has determined they should be included in the airport’s notification program. Agreements 1. 2. 3. Resource DP-4 The team has reviewed all applicable federal rules and regulations. Yes No The team has reviewed all applicable state and local rules and regulations. Yes No The applicable federal, state, and local rules and regulations are: 134 OpdG – developing the program

Resource DP-5 The team has explored notification-sharing possibilities with the following groups and has decided to pursue agreements as appropriate. POSSIBLE NEW AGREEMENTS Agency/Mutual Aid Will Pursue Will Not Pursue 1. 2. 3. Mutual agreements will benefit us by: Resource DP-6b The team has looked at the example policy and procedure list (see Resource DP-6a). Yes No The team has written program policies collaboratively. Yes No OpdG – developing the program 135

Resource DP-7 The team has identified the need for pre-scripted notification messages and templates. Yes No The team has written pre-scripted messages and templates for the following: PRE-SCRIPTED MESSAGES AND TEMPLATES Message Type Responsible Person Date Completed Date Reviewed 1. 2. 3. 136 OpdG – developing the program

Resource DP-8 The team has established the need for a continuous improvement cycle. Yes No The team has a thorough understanding of the necessary components. Design and Development Process Yes No Continuous Training Yes No Conduct and Exercise Yes No Evaluate Yes No Improvement Yes No Repeat Cycle Yes No OpdG – developing the program 137

OPDG for Formalizing the Program (Corresponds with Chapter 6: Formalizing the Program) Resource FP-1b A Basic Plan has been written (see Resource FP-1a). Yes No 138 OpdG – Formalizing the program

Resource FP-2b The two AC 31C-required functional sections have been reviewed, updated, or written (see Resource FP-2a). 1. See AC 150/5200-31C, Chapter 6, Section 3, Alert Notification and Warning. Yes No 2. See AC 150/5200-31C, Chapter 6, Section 4, Emergency Public Information. Yes No Resource FP-3 Additional functional sections have been written. Yes No The team has determined that the following additional functional sections are needed: Additional Functional Sections Identified Date Completed OpdG – Formalizing the program 139

Resource FP-4b The event/hazard-specific sections have been written (see Resource FP-4a). Yes No The team has determined that the following event/hazard-specific sections are needed: Event/Hazard-Specific Sections Identified Date Completed Resource FP-5 The required AC 31C headings have been written. Yes No 140 OpdG – Formalizing the program

Resource FP-6 The team has amended the current AEP to add the following additional functional sections: OpdG – Formalizing the program 141

142 OpdG – implementing the program OPDG for Implementing the Program and Managing via Continuous Improvement Cycles (Corresponds with Chapter 7: Implementing the Program and Managing via Continuous Improvement Cycles) Resource IM-1 The program rollout plan is written and ready to go. Yes No Comments: The rollout plan includes a comprehensive timeline with phases and benchmarks. Yes No Comments: The rollout plan has provisions for certification processes and system testing. Yes No Comments: (continued on next page)

OpdG – implementing the program 143 Resource IM-1 (Continued). The rollout plan includes system training. Yes No Comments: Rollout training for the following groups has been addressed: TRAINING GROUPS Yes No Senior management First responders General population (the public) System operators Internal stakeholders External stakeholders Other Comments: The team has developed the necessary educational materials to be used to inform airport stakeholders of the notification program. Educational Materials Yes No Program overview Program policies Program systems Program enrollment process Program protection for personal information Other (continued on next page)

144 OpdG – implementing the program Resource IM-1 (Continued). Comments: The team has developed plans for communicating with stakeholders as follows. The airport will inform stakeholders using: Yes No Briefings at meetings Flyers/posters Web-post Newsletters Videos Media releases PowerPoint (slide) presentations Email communications Brochures Other The team has developed a plan to exercise/test our systems, methods and tools. Yes No This plan is: The team has developed a plan to assess the operator’s understanding and proficiency of the systems/methods/tools used. Yes No (continued on next page)

OpdG – implementing the program 145 Resource IM-1 (Continued). This assessment plan is: Resource IM-2 The continuous improvement cycle allows the airport to: Yes No Regularly evaluate performance and capabilities Regularly identify areas of concern Continually identify areas needing improvement Continually identify and communicate areas that work well The airport’s Improvement Plan allows us to: Yes No Include specific details for improvement Identify who is responsible to complete the improvement actions needed Provide a detailed schedule for completion of actions Make prompt improvements Develop a follow-up procedure for recommended actions

146 OpdG – implementing the program Resource IM-3 The team has created a stakeholder suggestion program (see Chapter 7, Element 1, in the guidebook). Yes No Comments: The airport’s stakeholder suggestion program: Yes No Defines objectives Defines guidelines Represents all stakeholders Welcomes all ideas Responds to all suggestions Has a set number of ideas that the PPT would like to adopt Other The airport’s stakeholder suggestion program objectives are:

OpdG – implementing the program 147 Resource IM-4 The team has put in place an evaluation strategy (see Chapter 7, Element 2, in the guidebook). Yes No Our strategy is: The airport’s evaluation/debrief/after action procedures are: Yes No To debrief quickly To produce an After Action Report (AAR) To have senior management review and comment on the report To identify changes/improvements needed To develop a corrective action plan To communicate changes as necessary To retrain (if needed) Other

148 OpdG – implementing the program Resource IM-5 The team has developed a Training Exercise Plan (TEP) (see Chapter 7, Element 3, Part 1 in the guidebook). Yes No Comments: The airport’s Training Exercise Plan (TEP) contains: Yes No A purpose Program priorities Program methodology A multi-year training and exercise schedule Other

OpdG – implementing the program 149 Resource IM-6 The airport will be using discussion-based exercises. Yes No Comments: The discussion-based exercises will follow HSEEP best practices. Yes No If the airport does not use discussion-based exercises, it will:

150 OpdG – implementing the program Resource IM-7 The team has developed initial system operator training materials (see Chapter 7, Element 4, in the guidebook). Yes No The team has developed training material(s) for internal group(s). Yes No The internal group(s) identified to be trained is(are): The team has developed training material(s) for external group(s). Yes No The external group(s) identified to be trained is(are): The team has developed training material for temporary group(s). Yes No The temporary group(s) identified to be trained is(are): The team has developed an annual training schedule. Yes No

Abbreviations and acronyms used without definitions in TRB publications: A4A Airlines for America AAAE American Association of Airport Executives AASHO American Association of State Highway Officials AASHTO American Association of State Highway and Transportation Officials ACI–NA Airports Council International–North America ACRP Airport Cooperative Research Program ADA Americans with Disabilities Act APTA American Public Transportation Association ASCE American Society of Civil Engineers ASME American Society of Mechanical Engineers ASTM American Society for Testing and Materials ATA American Trucking Associations CTAA Community Transportation Association of America CTBSSP Commercial Truck and Bus Safety Synthesis Program DHS Department of Homeland Security DOE Department of Energy EPA Environmental Protection Agency FAA Federal Aviation Administration FAST Fixing America’s Surface Transportation Act (2015) FHWA Federal Highway Administration FMCSA Federal Motor Carrier Safety Administration FRA Federal Railroad Administration FTA Federal Transit Administration HMCRP Hazardous Materials Cooperative Research Program IEEE Institute of Electrical and Electronics Engineers ISTEA Intermodal Surface Transportation Efficiency Act of 1991 ITE Institute of Transportation Engineers MAP-21 Moving Ahead for Progress in the 21st Century Act (2012) NASA National Aeronautics and Space Administration NASAO National Association of State Aviation Officials NCFRP National Cooperative Freight Research Program NCHRP National Cooperative Highway Research Program NHTSA National Highway Traffic Safety Administration NTSB National Transportation Safety Board PHMSA Pipeline and Hazardous Materials Safety Administration RITA Research and Innovative Technology Administration SAE Society of Automotive Engineers SAFETEA-LU Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (2005) TCRP Transit Cooperative Research Program TDC Transit Development Corporation TEA-21 Transportation Equity Act for the 21st Century (1998) TRB Transportation Research Board TSA Transportation Security Administration U.S.DOT United States Department of Transportation

TRA N SPO RTATIO N RESEA RCH BO A RD 500 Fifth Street, N W W ashington, D C 20001 A D D RESS SERV ICE REQ U ESTED ISBN 978-0-309-44624-2 9 7 8 0 3 0 9 4 4 6 2 4 2 9 0 0 0 0 N O N -PR O FIT O R G . U .S. PO STA G E PA ID C O LU M B IA , M D PER M IT N O . 88 G uidebook for Preparing Public N otification Program s at A irports A CRP Research Report 170 TRB