Regional Interoperability Governance Guide. December 1, 2009

Transcription

1 Regional Interoperability Governance Guide Upgrade and Validation Session December 1, 2009

2 Purpose & Outcomes Purpose To review and validate the Regional Intrastate Governance Guide draft Outcomes Documentation of suggested upgrades to proposed guidance Agreement on missing components and concepts Identification of examples to highlight hli ht in the narrative and/or appendices Presenter s Name June 17, 2003

3 Agenda Breakfast & Networking Welcome & Introductions Setting the Stage: Your Regional Governance Experience Discussion on Overall Impression of Drafted Guidance Deep-Dive Discussion & Collaborative Upgrade of: Business Case Defining Regions Identifying a Regional Governance Structure Eight Steps to Establishing Regional Governance Fiduciary Agent Processes Regional Strategy Planning and Implementation Lifecycle Closing & Next Steps Presenter s Name June 17, 2003

4 The Big Picture: How the Regional Intrastate Governance Guide Aligns to the NECP and Establishing Governance Presenter s Name June 17, 2003

5 National Emergency Communications Plan (NECP) Title XVIII of the Homeland Security Act of 2002 calls for the development of a NECP to provide recommendations regarding how the United States should: Support and promote the ability of emergency response providers and relevant government officials to continue to communicate in the event of natural disasters, acts of terrorism, and other man-made disasters Ensure, accelerate, and attain interoperable emergency communications nationwide OEC developed the NECP in cooperation with: Federal departments and agencies State, local, and tribal governments Emergency response providers Private sector Presenter s Name June 17, 2003

6 Presenter s Name June 17, 2003

7 National Emergency Communications Plan (NECP) Objective 1 focuses on Formal Governance Structures and Clear Leadership Roles Initiative 1.1: 1 Facilitate t the development of effective governance groups and designated emergency communications leadership roles The NECP requires DHS to publish best practices for establishing governance groups and emergency communications leadership roles across the Nation Presenter s Name June 17, 2003

8 Establishing Governance to Achieve Statewide Communications Interoperability Released in December of 2008, this document demonstrates t a methodology to implement SCIP strategic initiatives by leveraging a collaborative statewide governance system The guide presents the operations of, as well as the roles and responsibilities for, various governing bodies charged with improving communications interoperability statewide Presenter s Name June 17, 2003

9 Presenter s Name June 17, 2003

10 Regional Interoperability Committees (RICs) Developing and sustaining regional committees are crucial to the statewide effort The regional bodies provide the statewide effort with operational insight and perspective RICs support local and regional emergency communications requirements while linking to the statewide effort Presenter s Name June 17, 2003

11 Your Regional Governance Experience 1. State the primary purpose of your intrastate governance body 2. Draw the structure of your intrastate governance body If applicable, explain: How emergency communications governance regions are designated within your State. How emergency communications governance regions are connected to the statewide emergency communications effort. 3. Describe how the development and submission of grant applications are coordinated within your region and how awarded funding is administered to support your region 4. Identify concepts of your regional governance body that work well and those that pose a challenge

12 Example: VA Governance Structure Presenter s Name June 17, 2003

13 Example: VA Governance Regions Presenter s Name June 17, 2003

14 Your Regional Governance Experience 1. State the primary purpose of your intrastate governance body 2. Draw the structure of your intrastate governance body If applicable, explain: How emergency communications governance regions are designated within your State. How emergency communications governance regions are connected to the statewide emergency communications effort. 3. Describe how the development and submission of grant applications are coordinated within your region and how awarded funding is administered to support your region 4. Identify concepts of your regional governance body that work well and those that pose a challenge

15 CA Structure - NPAC

16 Northern Planning Area of California Rugged Coastal Region Oregon Inland Valley Region High Desert & Mountain Region Pacific Oc cean Nevada Eighteen Operational Areas (OA) Multiple Tribal Entities Three Distinct Regions Highly Variable Climate Rugged Terrain 48,000 Square Miles of Area 1.2 Million People 2 Mutual Aid Regions

17 Regional Governance Org Chart NPAC Voting Members 1 Member per OA 1 Tribal Representative Voting Quorum: 5 Executive Committee 2 Co-Chairs 1 Secretary Technical Workgroup Governance / Funding Workgroup Future Workgroups

18 Regional Grant Management NPAC Governance Voting Members Workgroup Members May Suggest Projects Recommends Projects Vote on Projects Program Management Office Evaluates Proposed Projects vs. Grant Requirements Maintains Strategic Plan Develops Grant Strategy Evaluates Proposed Projects for Strategic Plan Alignment Provides Recommendations

19 CA Structure Capital Bay Area Presenter s Name June 17, 2003

20 CA Structure Capital Bay Area Presenter s Name June 17, 2003

21 FL Structure

22 FL Structure

23 Central Florida RDSTF Organizational Chart UASI Task Force Coordinators Department of Homeland Security Law Enforcement Intel/Investigations LE Response Fire/Rescue Health and Medical Emergency Management Communications Logistics Education Corporate Partners Public Information Transportation Training and Exercise Mutual Aid Critical Infrastructure

24 MA Statewide Governance Structure Secretary of Public Safety & Security SIEC Executive Management Committee Sub-Committee on RF (Radio Frequency) Sub-Committee on Policies & Planning Sub-Committee on Data

25 Central Region Ashburnham Millbury Westborough Athol Auburn Barre Berlin Blackstone Bolton Millville New Braintree N. Brookfield Northborough Northbridge Oakham Westminster Winchendon Worcester Boylston Brookfield Charlton Clinton Douglas Dudley East Brookfield Fitchburg Gardner Grafton Hardwick Harvard Holden Hopedale Hubbardston Lancaster Leicester Leominister Lunenburg Mendon Oxford Paxton Petersham Phillipston Princeton Royalston Rutland Shrewsbury Southborough Southbridge Spencer Sterling Sturbridge Sutton Templeton Upton Uxbridge Warren Webster W. Boylston W. Brookfield HS Chair: Edward McNamara Central Mass EMS Executive Director Interop Chair: David Clemons SIEC Rep: David Clemons Worcester 911 & EMA Director Alternate: Chief Jeffrey Wilson

26 Revere Metro/UASI Region Chelsea Winthrop Boston Brookline Cambridge Chelsea Everett Quincy Revere Somerville Winthrop Boston Quincy Interop Chair: Chief Gerald Reardon Cambridge Fire Department

27 Secretary of Public Safety & Security SIEC Chair Executive Management Committee Sub-Committee on Sub-Committee RF Chair (Radio on Policies Chair Sub-Committee & Chair on Data Frequency) Programs Central Rep. Northeast Rep. Metro Rep. Southeast Rep. West Rep.

28 MA SIEC MEMBERSHIP (per Executive Order #493) MEMBERSHIP BY REGION: Chair Central Massachusetts Homeland Security Council Chair Metro-Boston Massachusetts Homeland Security Council (UASI) Chair Northeastern Massachusetts Homeland Security Council Chair Southeast Massachusetts Homeland Security Council Chair Western Homeland Security Region

29 Committees of the MA SIEC The Executive Management Committee s membership is determined by the Charter The 3 Standing Committees must be Chaired by a voting SIEC member. Standing Committees (and other working groups) may have non-siec members as well.

30 Secretary of Public Safety & Security SIEC Regional Interop Sub-Committees State Agency Interop Sub-Committee Executive Management Committee PSIC: Governance & Funding PSIC: SOP/MOU TA: Governance Sub-Committee on Sub-Committee on RF (Radio Policies & Frequency) Programs Sub-Committee on Data PSIC: 700/800 MHz PSIC: Strategic Technology Reserve TA: Microwave Assessment CASM/COML Working Group PSIC: Command Consolidation PSIC: Channel Definition iti PSIC: Continuity of Government PSIC: Innovation Initiative TA: Standard Operating Procedures PSIC: Statewide Backbone PSIC: Enterprise Architecture TA: Data Assessments

31 Interoperable Emergency Communications Grant Program The Planning Grant An annual grant started in FY 2008 IECGP Approximately $1,000, statewide No equipment Used to develop programs in line with NECP and SCIP Examples: RIP s, CASM, FOG, etc.

32 Homeland Security Grant Program HSGP An annual grant started in FY 2004 Made up of several DHS grants Part of a larger HS process (not just interoperability) For Interoperability, we have engaged in a regional strategy Allows regions to fund needs specific to their regions.

33 MN Structure

34

35 Regional Radio Board Southeast, South Central, Southwest, Central, Northeast, Northwest Each County in Selected member of Each City in Region Other members as Region Appoints Board Member and Alternate (voting) Advisory, User and Owners Committee (and alternate) (voting, except Southeast) qualifying for membership Appoints Council Member and Alternate (voting) defined in Joint Powers Agreement creating Regional Radio Board

36 Regional Radio Board Regional Advisory Committee Regional Radio System User Committee Owners and Operators Committee

37 Regional Radio Board Regional Advisory Committee (RAC) Each County/City Appoints Member and Alternate with policy background (voting) Other Local Governments appoint Member and Alternate with ih policy background (voting) Tribal entities appoint member and alternate with policy background (voting) NGO s & Professional Associations appoint member and alternate with policy background (non voting)

38 Regional Radio Board User Committee Each County appoints up to Five (5) members Representing Law Enforcement, Fire, EMS, Health, Public Works and other user groups Each City (party to the Agreement) appoints Up to Five (5) members Representing Law Enforcement, Fire, EMS, Health, Public Works and other user groups

39 Regional Radio Board Owners and Operators Committee Each hcounty Appoints Each City (party to the One Staff Person and Agreement) Appoints Alternate with One Staff Person and Communications Alternate with System Management and Operational Background Communications System Management and Operational Background

40 Grant Working Group, made up of state and regional representatives define investment justifications that take into account state and regional interests. Regions make proposals to the Grant Work Group Grant Work Group formalizes into consolidated investment justifications Formula established for fund distribution (50% per county 50% based on population) if necessary G l k t h t k th bi t i t Group looks at what can make the biggest impact on interoperability

41 Group considers the time frame for accomplishing goals and expending funds Makes a recommendation to the full Interoperability Committee Full Interoperability Committee makes recommendation to the SRB/SIEC SRB follows established statewide standard on grant funds in making final decision SRB/SIEC makes ultimate determination on investment justifications

42 Emergency Communication Networks (ECN) submits grant application Notice of grant award received ECN follows criteria established in Grant Working Group and approved by SRB/SIEC ECN establishes any needed d MOU s Some funding goes directly to the regions ECN in conjunction with SAA administers grants

43 Statewide Regional Map

44 Regional Governance Org Chart

45 Regional Grant Management The Department of Homeland Security and Emergency Management (DHSEM) releases sub-grantee guidance to all local jurisdictions and solicits applications Completed applications from local jurisdictions must be submitted through the Local Preparedness Coordinator The Statewide Interoperable Communications Working Group (SICWG) reviews all communications applications providing ranking to the DHSEM Grants Management Staff. If awarded d grant, DHSEM creates a sub grant agreement outlining deliverables identified in the application. DHSEM regularly checks in with counties that received grant funds to verify appropriate grant use

46

47 West Central Interoperability Alliance (WCIA) The WCIA was formed in 2005 by ten counties: Barron, Clark, Dunn, Eau Claire, Jackson, La Crosse, Pepin, Pierce, St. Croix, and Trempealeau Counties.

48 Background Formed to benefit from Grant Awards Grants distributed via lead county La Crosse County Clark County Signed agreement/resolution Equipment Maintenance Sub grantee Responsibility» First Grant: Match Required Resolution» Second Grant: No Match, Equipment Agreement Participated in Regional Exercises Tabletop p( (10/25/07) Functional (4/24/08)

49 WI Statewide SCIP Implementation Group with Regional Councils - Regional SCIP Implementation Councils are state chartered & parallel emergency mgt. planning regions. - Agencies within the county select a delegate for the Regional Council. -Regional Council selects its leadership & coordinator & create Bylaws. -Regional leadership comprises Statewide SCIP Implementation Group.

50 Wisconsin Interoperability Governance Interoperability Council 15 members Statewide System Management Group (WISCOM) 21 members Interoperable Communications Standards Group 12 members Statewide SCIP Implementation Group * 18 members State Agency SCIP Implementation Group (TBD 2010) Mutual Aid Frequency Coordinating Group 16 members Southeast Regional SCIP Council * Southwest Regional SCIP Council * East Central Regional SCIP Council * West Central Regional SCIP Council * Northeast Regional SCIP Council * Northwest Regional SCIP Council * * = forming

51 WI Regional Grant Management WI Interoperability Council (WI SIGB) recommends funding gp priorities to WI Office of Justice Assistance (OJA is the State Administering Agency). Each region has a host government (county or municipal) that submits grant application on behalf of their Regional SCIP Council. Members come from from all counties, multidisciplinary, within the region. Region Council leadership (3 x 6 regions) comprises the Statewide SCIP Implementation Group (SSIG) which implements regionally statewide-adopted SCIP goals and objectives. SSIG comments on applications to OJA. OJA reviews and prioritizes applications If awarded grant, host county distributes grant throughout region, for the council and coordinator.

52 Scoping

53 Individuality Presenter s Name June 17, 2003

54 Chapter 2 Overview Importance of Interpersonal Networks for Operational and Strategic Planning Purposes Roles and Responsibilities Outreach SCIP & Regional Strategy Programmatic Implementation Grants Coordination & Policy Development Benefits of Regional Governance Improved access to neighboring resources Increased purchasing power and potential cost savings Stronger coordination with the statewide effort Regional Governance Promotion Presenter s Name June 17, 2003

55 Chapter 3 Overview Creating a Communications Interoperability Region Aligning to Pre-Existing Regions Homeland Security Regions Mutual Aid Regions Linkage of Efforts Linking the RIC to Local Efforts Linking the RIC to Regions within the Region Linking the RIC to the Homeland Security/Mutual Aid Region Bringing It All Together Presenter s Name June 17, 2003

56 Chapter 3 Overview Presenter s Name June 17, 2003

57 Chapter 4 Overview Eight Steps to Create a Regional Governance Body 1. Identify Executive Sponsorship 2. Identify a RIC Chairperson and a Regional Coordinator 3. Identify Stakeholders 4. Create the Structure 5. Involve Other Subject Matter Experts 6. Formalize the Effort 7. Conduct Effective Meetings 8. Decide on Initiative Implementation Approach Presenter s Name June 17, 2003

58 Chapter 4 Overview Eight Steps to Create a Regional Governance Body 1. Identify Executive Sponsorship 2. Identify a RIC Chairperson and a Regional Coordinator 3. Identify Stakeholders 4. Create the Structure 5. Involve Other Subject Matter Experts 6. Formalize the Effort 7. Conduct Effective Meetings 8. Decide on Initiative Implementation Approach Presenter s Name June 17, 2003

59 Break-Out Activity Break out into teams of four Using flip-chart, identify a notional recommended regional governance structure Demonstrate how it ties into a Statewide effort Post flip-chart(s) to the front of the room Interoperability Council 15 members Statewide System Management Group (WISCOM) 21 members Interoperable Communications Standards Group 12 members Statewide SCIP Implementation Group * 18 members State Agency SCIP Implementation Group (TBD 2010) Mutual Aid Frequency Coordinating Group 16 members Southeast Regional SCIP Council * Southwest Regional SCIP Council * East Central Regional SCIP Council * West Central Regional SCIP Council * Northeast Regional SCIP Council * Northwest Regional SCIP Council * Presenter s Name June 17, 2003

60

61 Fiduciary Agent Break-Out Activity Your region was just awarded $500,000 for a non- technology project such as developing a regional strategy or planning a regional exercise. Using your team s point of view, identify: 1. The top five questions to consider when establishing a fiduciary agent Capture each question on a separate blue index card 2. The high-level steps for administering the regional grant Capture each step on a separate white index card 3. The top five challenges to implementing this process Capture each step on a separate yellow index card Presenter s Name June 17, 2003

62 Presenter s Name June 17, 2003

63 Proposed Appendices A One-Pager Template Explaining The Business Case For Regional Governance Reference to OEC s MOU Template Suite and Repository Library Others? Presenter s Name June 17, 2003