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MEMORANDUMTo: Craig Fugate, Ruben Almaguer, John Cherry, David Halstead In conjunction with the 2008 Annual Hurricane Exercise, the Florida Division of Emergency Management (DEM), Jacksonville – Duval County Emergency Management, Putnam County Emergency Management, and the Village of Islamorada Emergency Management in Monroe County participated in a Beta test of streaming video feeds with America’s Emergency Network (AEN) on June 2-4, 2008. The communications system allows for access to terrestrial and satellite based paths to the AEN Network Operations Center in Maryland. An additional switch allows access to a high-resolution, broadcast feed via a Hughes Digital Satellite. The system also allows for an archive and retrieval of information presented. From the State EOC in Tallahassee, Web streaming feeds were sent out during two live media events and a mock situation report briefing conducted by DEM staff. Inbound feeds were received at the State EOC by the local agencies. To support the test, the State EOC Media Room was augmented with a temporary Audio / Video camera system that allowed the State PIO to begin and terminate streaming feeds by a simple key-lock switch. Additional Web / Broadcast interface equipment and Satellite dish was installed by AEN technicians and State EOC Communications staff. Basic operational procedures were sent from Public Information (ESF-14) to all County Emergency Management Directors, SERT Emergency Support Functions (ESFs), Emergency Coordinating Officers (ECOs), and the Capitol Press Corps. The Governor’s Office was also provided with feed times and Web access information. During the Beta test period, the AEN network was easily accessed and did not distract from the real world media and mock events produced during the week. Inbound feeds from the local agencies did present some initial routing errors to the in-house systems by EOC staff but coupled with brand new A/ V systems in a newly-renovated environment, this element was generally rectified and the State Team was able to view and hear the local feeds. On Wednesday, June 4, Lt. Governor Kottkamp addressed the Capitol Press Corps in the Media Room and the Web-based system allowed his staff in the Capitol to successfully monitor the entire event at their desks downtown. In total, 246 “hits” were received by the AEN network during the 3-day Beta test period. Some of the primary technical issues received by State EOC staff from the field involved users pulling up the wrong source IP address, and from the production standpoint, only being able to hear the presenter comments and responses from the Podium without the audio of the original questions. This element and source acquisition / routing errors can be resolved by properly integrating the AEN interface equipment into the State EOC A/V systems and increased familiarization by all users. Current and future applications: From the State EOC end, the Web-streaming and broadcast satellite technology tested is currently available at this time through the existing broadcast services contract with WFSU-TV. The addition of the AEN service would serve as another access point and resource to provide feeds to local and federal partners, and media markets in Florida and the U.S. The Web interface page was briefly tested and also provides an additional resource to populate with information. Further staff integration with current operational functions and RSS feeds as used on www.FloridaDisaster.org would increase the ability to post urgent or dynamic information and feed times. Having redundancy in both areas would be beneficial during activations. The ability to conduct daily situation briefings via Web-streaming would be an enhancement to the State’s current electronic text method and is consistent with the Division’s goal to better service local County EM operations with information. The greatest benefit to the State lies in the ability to receive and monitor local briefings and media events from municipal and county agencies that would not always gain media coverage beyond their local market, if available at all. The fact that feeds are available through the Web means State Team members could monitor from the field or in the Main EOC room at their positions without moving to another breakout location. This feedback mechanism coupled with calls received through the Florida Emergency Information Line (FEIL) would be useful in updating external messages and rumor control by Public Information (ESF14) staff. It is noted that the AEN system is in start-up, or Beta test mode, and the reach is currently limited. This resource can become more viable to the State as local entities come on line. There may be funding issues at the present time would slow or hinder the process for adoption if local operations must fund the technical interface equipment and installation. As the State of Florida has positioned itself as a leader in the Emergency Management field, the integration of emerging technologies and best practices would be noted externally and help drive additional local and federal partners to the network. At that point, this type of communications system network becomes another very effective tool to help the State Emergency Response Team meet the needs of Florida’s residents and responders. Local input / feedback: The following is a listing of comments received by the Division and AEN staff on the Beta test feeds, June 2-4, 2008. Jacksonville – Duval County I just wanted to thank you for allowing Duval County to participate in the exercise demonstration of the AEN Service. Erik and the other staff members we worked with were great and the system seems simple and practical to operate. It is significantly simpler in comparison to our existing web conference devices. I can see the future value of this service. Lorin L. Mock, Division Chief/Emergency Manager Putnam County Here are my thoughts along with the thoughts of Chief Romay: First, we couldn’t be happier for being a part of the BETA testing. The system was easy to set up and AEN went above and beyond to ensure that the systems installation wouldn’t interfere with the normal day to day operations around here. Erik was outstanding with his support and information sharing with us regarding the systems set up and usage. At all times, members from AEN and contractors from outside the company acted in a professional manner and went above and beyond to help us with the systems use. The system itself is a masterpiece of simplicity and technology. The systems is in place and it does not interfere with any of our daily duties running about the building, it is compact and very easy to move if need be. The system is certainly not in the way here at our EOC. On the user side of things, it couldn’t be easier to use in my opinion and can be explained easily to individuals that may not be as tech-savvy as others. The technology that it uses is at the tip of the spear. The audio and video transmission over satellite will allow us to supply needed information to other stakeholders in or outside the EM community at a moments notice. The ability for AEN to archive the information will allow the information to be viewed by anyone over the internet at their leisure. This ability will also allow us to disseminate information inside the county that may not be of a FLASH or critical nature although it may still be of great importance to our residents. The systems ability to maintain satellite telephone communications is invaluable to the State of Florida. Simply put, it seems that the system could be a direct replacement for the aging and often fickle ESATCOM communications system. I feel that we (the users) have only begun to scratch the surface of what this system; when rolled out to all counties, would allow us to do to help protect our residents. We look forward to its continued and more detailed use here in Putnam County. Wm. Jayson Southworth, Emergency Management Senior Planner Village of Islamorada (Monroe County) The AEN system test was a great success on our end and is an enormous assist to our municipality. During the test we had our Village Manager and Mayor present and they were very impressed and excited about the new capabilities. It has increased our capabilities and filled a void for information discrimination to the public for our protective measures and actions. Also, it has bridged our EOC and Village/municipality with corresponding agencies for situational awareness, which has never been done!We look forward to expanding our participation and actual operational deployment of the system when necessary! Please let us know how we can further assist you in the mission critical endeavor. William A. Wagner, III, CEM Other jurisdictions: Thought the state’s was good…we lost the feed a couple of times but that could have been from our end too so who knows. It’s a great idea and something the state should do for any disaster announcement/briefing/etc. Just give us a heads up before you do... Can the general public access the feed? If so, what’s the address? Richard S. Shepard, FPEM Stream from Putnam was perfect from where I was. No issues with delays or picture and sound, not synchronized. Adam Faircloth, EM Director The streaming video and audio was smooth and picture quality was good. Keith Holman, Director I watched the State EOC on two occasions, and Islamorada on one occasion. I was impressed with the ease of my getting access to the information and can certainly see an advantage to having such a system in place. This would be great for any emergency, especially 24 hour or more duration and one in which rapid developing situations are developing. Most of us have issues with our IT folks on bandwidth and this would solve that problem. The concept would also be a great way to share information and to provide adequate information for decisions by all sorts of organizations. Need to continue to develop and bring more or all counties into the network to be able to see full impact of such a system. Great way to share with the public. Bob Lay, Director We viewed them all. There were no problems we could see. Jeffrey Manning, CFO I watched it...great event! Jennifer Hartshorne, Director of Scheduling Usage Log: CDN Usage Report (June 1 - June 4)
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