Scope DTS Solutions for SBO Winter Response Exercise

[atdservicebot]

What application are you using?

Other / Not sure

Describe the problem.

We’re starting to plan SBO’s Winter Response Exercise, and there will definitely be some technology aspects to it. So I want to consult with you all about how to involve DTS. We’re already working together on some stuff, but there are a couple new things. And there will likely be some stuff we haven’t thought of yet.

Exercise Dates

The exercise is planned to be a hands-on simulated response. It’s currently scheduled for November 14-17th, 2023. The days break down as follows:

• November 14th: Mobilization
• November 15th: Response
• November 16th: Demobilization
• November 17th: After Action Review

The scenario will be modeled on a combination of both Mara and Uri, so we have the chance to work on all aspects of a potential response – including snow plowing.

Work in Progress

Things we are working on together that will be used in the exercise:

• Department Operations Center: We’ll want to set that up and use it – give our people the opportunity to work in that setting.
• Teams site update: We’ll train on the Teams site as part of the October/early November training program, then use it during the exercise to give users the chance to apply their training, and test our ability to use it.

Areas Where We Need Help

There are a couple new areas that I can think of where we will need DTS assistance:

Maximo test environment:

Maximo is a key work management platform for SBO, including during emergency responses. We used the test environment during last year’s exercise as a work management tool, rather than using the production system. 311/CSR Injects: For last year’s exercise, Dipa helped us identify CSRs from Uri to use as injects into the exercise. We would like to do the same thing this year, pulling from both Uri and Mara.

Testing and troubleshooting communications network:

We envision using Teams audio/video as a communications link between the DOC and the three service centers. We would like to set up and test everything in advance of the exercise, in order to minimize the need to troubleshoot the mornings of the exercise. I know that there will be things we haven’t thought of yet – so here’s a placeholder….

Questions for you both

• How would you like to work together on this?

  We’re starting now, with work progressing until November. Matt, Dipa, and Audrey all helped out last year, so they will be familiar with what we’re doing. We’ve just spun up the planning process, with a group of five people working on it.

• We have a weekly project sync on Wednesdays from 11:00 to Noon.

  One caveat – things may change as we go along. But everything I’ve listed above is accurate as of this time.

How soon do you need this?

Flexible — An extended timeline is OK

Is there anything else we should know?

Exercise starts November 14th. Ideally we will have everything ready to go on November 9th (Friday, November 10th is a City holiday).

Requested By David A.

Request ID: DTS23-109875

[dianamartin]

10/24

All teams are putting in work for the Winter Weather Exercise

Maximo:

• 14126

• 14127

• 14128

• Dipa needed clarity, but waiting on Dave to come back from leave

  GIS

• 14053

• Was tasked with creating a map to show assets on critical road ways
• Support the existing PWD Winter Weather web map that Brian T. made

  Tech Services:

• 13400

• 14007

• The tech services team was implementing a test run in a North location a Cameron, first week of November
• Moving equipment to various TPW locations
• Ordering equipment needed for the DEOC set-up

  Apps

• 14121

• Karo was being tasked with set-up on MS Teams/SharePoint/Channels set-up

New!

• Diana was approached by John F. about streamlining service request entry tracking
• Consolidation of 311 service request data?
  • Meeting scheduled for 11/26 with John F. and Dave to figure out what they need

[dianamartin]

10/24 DTS Emergency Management debrief

All teams are putting in work for the Winter Weather Exercise

2 Initiatives on going

• long term emergency management planning
  • Blue print map of critical arterial and assets
• short term table top exercise (in Nov)

Maximo:

• Waiting on Employee users list
• Waiting on Dave's direction

GIS

• Mapping needs
• As needed, on-call
  • planning remote
  • practice remote, most realistic and safer option

• Blue Print map of critical arterials and assets
  • meeting with Dave and Nate (HSEM)
  • tying in GISERT/CTECC EOC processes
  • updating department MOUs
  • having backups, can't respond
  • emergency priority is to department
  • Prioritized roads for deicing

Tech Services:

• Have done site inspections
  • Harold Ct, tv broken - HDMI cable replacement
  • Dalton Ln, tv to be moved
• Have done inventory on all of the stuff
• Seating arrangement is being updated
• Test run: DOC space in
  • Thu, Nov 2nd?
• Check in on the other locations
  • Essential positions

Day of Table top exercise

• Kramer
• Harold Ct
• St. Elmo

Apps

• Maximo channel in the MS Teams - structure
• We've been focused on the exercise

2021 Events

Dipa's experience Actual emergency

• supported remotely (had power)

Exercise was similar - 3 days, 2nd day actual Maximo work from the crew

• Physically present (1st: St. Elmo, 2nd: Kramer)
• gives a better idea of what the operations teams go through
• Other crews not responding to 311 SRs, general help questions

Matt's experience

• Was at Kramer the entire time
  • troubleshooting, new phone support, new supervisors, power outlets, internet
• Set-up: took 1-2 days Winter Exercise - occasional phone call
• remote assistance

Adry's experience

• working remote makes more sense
• monitoring Maximo was more than enough, report requests (work could be done remotely)

[dianamartin]

11/9

Maximo

• Dipa and Adry have entered the Maximo injects manually in the system, about ~100 records

Apps

• Teams Template notes document
• Template Teams built out ✅
• Reviewed Teams use training slides with Dave 11/9 ✅
• [x] Build Winter Exercise teams (first instance of using the template)
• [x] Draft 1-2 pg Activate Emergency Response Teams fact sheet/checklist
• [ ] Send update notes to Dave M 11/13/23

Geo

• put together initial web app critical infrastructure in ArcGIS Online (long term - Emergency Management)
  • prototype deliverable
  • police station (critical), segments around it
• Dashboard map: connect with Dipa to find out which injects were entered in
  • would be good to create a visualization from Maximo data

Tech Services

• DEOC Set up a week in advance
  • started at 11/8, working on 11/9
• Need double sided tape and mats
• check ports are active
• Kramer location is good
• Harold Ct -
  • swap out HDMI cord on tv (next week, Mon)

[rebekkabry]

Updates to Maximo Start Center

• added bulletin board for code tracking and communication

[rebekkabry]

10/24/24

Sent email to stakeholders. https://docs.google.com/document/d/1jNZRxu2VgwiAtXwPcOQyfW2LOj2TF8sYnLjfbuikeNk/edit?tab=t.0

Creating a report for automation needs. https://github.com/cityofaustin/atd-data-tech/issues/19584