Notes

Outline

Communications Equipment & Systems

Learning Objectives Upon completion of this presentation, participants should be able to: List categories of information commonly communicated in emergency response Describe the roles of emergency responders in communicating with: other responders, the media, the public

Learning Objectives (Continued) Specify the various technologies used to communicate emergency information Name redundant mechanisms for immediate and reliable voice and secure data transmission Evaluate the local communications infrastructure for strengths and weaknesses

Learning Objectives (Continued) Demonstrate correct use of common types of equipment used for emergency communications Test protocols for emergency communications with other response partners at regular intervals

Fundamental Components of Communications Equipment & Systems Understand different forms of communication Identify potential obstacles to communication & strategies to overcome them Recognize current communications technologies Know how to use basic communications technologies Identify local resources & design communications systems accordingly Practice, practice, practice!

Why is Communication Important? One of the most frequently cited problems in disaster management is communication Knowing whom to contact depends on good planning, ongoing relationships and use of the ICS Having the ability to contact the right people and access useful information in a disaster depends on the equipment and systems you use

Why is Communication Important? Problems with communication can have lethal consequences

Why is Communication Important?

What Makes a Good Communications System? Is useful for all commonly communicated emergency information Makes best use of available technologies Fits local resources Has layers of redundancy Is understood by and is accessible to users Is tested frequently

What Makes Good Communications Technologies? Ideal communications technology is: Portable Rugged Reliably powered Lightweight Secure Versatile Affordable

With Whom do You Communicate? Public safety (Police, Fire, EMS) Medical community (hospitals, clinics, etc.) Local, state, federal government Media Public Others

What Is Communicated Among Responders? Information in: Size and scope of incident Resource status Hazards Expert opinion Information out: Response plan Resource allocation Risk communication Requests for additional assistance

What is Communicated With The Public? Size of event Cause of event Hazards resulting from the event Public health threats Current action – what is being done Need to restrict or encourage population movement Need for cooperation or assistance from the public

Fundamental Components of Communications Equipment & Systems Understand different forms of communication Identify potential obstacles to communication & strategies to overcome them Recognize current communications technologies Know how to use basic communications technologies Identify local resources & design communications systems accordingly Practice, practice, practice!

Forms of Communication What forms can the information take? Voice Data Text Computer files Graphics Video

Forms of Communication: Nets When communications channels become overloaded, communications should be subdivided into nets (networks): Command Tactical (Tac) = Operations Resource = Logistics Communications systems should anticipate the need to form nets

Forms of Communication Typical technologies associated with each form: Voice Telephone, radio Data Pager, e-mail, internet Video Television

Forms of Communication Many other technologies are available: Voice Ham radio, satellite, internet Data Telephone, microwave, satellite Video Internet, videophone, satellite

Fundamental Components of Communications Equipment & Systems Understand different forms of communication Identify potential obstacles to communication & strategies to overcome them Recognize current communications technologies Know how to use basic communications technologies Identify local resources & design communications systems accordingly Practice, practice, practice!

Common Obstacles to Communication Technology/System failure Lack of interoperability Lack of expertise & coordination Vast array of choices Cost

Obstacle: Technology/System Failure Systems can fail for a variety of reasons Incompatibility Overload Mechanical failure Inaccessibility

Strategy: Redundancy No system should rely on one type of technology Contingency plans should be in place well ahead of any technology’s failure

Strategy: Redundancy Common technologies used to create redundancy: Voice: Telephone, radio, HAM, internet Data: Internet, CD-ROM, fax, print materials, HAM

Strategy: Redundancy Systems should also have redundant contact information for key agencies List multiple phone numbers, work and home addresses, e-mail addresses in computer and print form Include the media

Obstacle: Lack of Interoperability Interoperability refers to the ability of a network to operate with other networks, such as two systems based on different protocols or technologies Lack of interoperability can interfere with agencies communicating with one another

Strategy: Interoperability There are 6 ways to achieve interoperability in a system: Swap radios Use talkaround frequency Use municipal mutual aid frequencies

Strategy: Interoperability There are 6 ways to achieve interoperability in a system: Use gateway System-specific roaming Standards-based shared systems

Obstacle: Lack of Expertise & Coordination Failure in communication is not limited to problems with equipment, you have to be prepared to use it A major obstacle to communication is protocol failure – people not knowing how to use the equipment, who they should be talking to, or what they need to know

Strategy: Preplanning With whom will you need to communicate? Agencies Databases Public Where can your equipment be located? Accessible Comprehensive coverage Minimize vulnerability

Strategy: Preplanning Will it be used in hazardous situations? Durable Intrinsically safe How secure do your transmissions need to be? How much interoperability is required?

Preplanning: FEMA Has communications assets to support Emergency Support Function #2 in a disaster Include phone, satellite, microwave and radio technologies Request via FEMA regional director

Obstacle: Choices & Cost The wide array of technical solutions to a problem can be overwhelming The biggest obstacle is almost always cost: it is often hard to find money for a system that may only be used infrequently

Strategy: Do Your Research Prior to purchasing communications equipment, always do your research! The best system for you may not be the most expensive or state-of-the-art, but rather one that is compatible with other agencies within your state

Fundamental Components of Communications Equipment & Systems Understand different forms of communication Identify potential obstacles to communication & strategies to overcome them Recognize current communications technologies Know how to use basic communications technologies Identify local resources & design communications systems accordingly Practice, practice, practice!

Basic Equipment Conventional Telephones Cellular Telephones Push-to-Talk Cellular Telephones 2-Way Radios

1. Conventional Telephones Conventional telephone systems use cables Vulnerable to overload and to disruption at switches Many modern phones are also vulnerable to power outages

2. Cellular Telephones Cellular phones use the nearest tower to send and receive information Rapid data transfer rates (200+ kbits/sec) Vulnerable to overload, loss of towers, and battery life Digital transmissions are generally secure, while analog transmissions may be received by a local scanner

3. Push-to-Talk Cellular Phones Combination of cellular telephone with 2-way radio features Share conveniences with 2-way radios Share vulnerabilities with cellular phones

3. Push-to-Talk Cellular Phones Can be pre-programmed to create nets for rapid dissemination of information throughout groups Examples: Hospital networks Regional health officers

4. Two-Way Radios 2-way radios use radio waves just as cellular phones do, but have different vulnerabilities Slower transmission rates (9.6 kbits/sec)

Radio Transmission: Frequency Radio and cellular communications are carried through the air via waves Frequency refers to the number of waves (cycles) that occur in 1 second

Radio Transmission: Channels Channels are specific frequencies of radio wave transmission assigned by the FCC Can be thought of like TV channels Must be tuned to the correct channel to receive the signal In everyday speech, the terms “frequency” and “channel” are used interchangeably

Radio Transmission: Bands Band describes a range of frequencies (channels) Common bands include: VHF (low band) 25-50 and 72-76 MHz VHF (high band) 150-174 MHz UHF 450-512 MHz UHF 900 MHz 2 GHz

Radio Transmission: Bands Choice of a band is influenced by: FCC regulations Geographic area to be covered Budget Need for interoperability with other agencies

Radio Transmission: Band Comparison VHF (low band) Good propagation (long distances) Poor building penetration, large antenna, high noise VHF (high band) Good propagation (moderate distances) Better building penetration, less noise UHF Good building penetration, least noise, smallest antenna Poor propagation

Radio Transmission: Repeaters Device that receives a radio signal, amplifies it and retransmits it in a new direction Necessary to boost signal of portable units Required to cover large geographic area

Radio Transmission: Security Many radio systems now allow secure transmissions on UHF bands using encryption technologies Using secure frequencies may limit interoperability without extensive preplanning and compatible equipment

Advanced Technology Satellite Telephones Wireless Wide-Area Networks World Wide Web Amateur Radio Specialized Systems

1. Satellite Phones Location independent Slow data transfer rates Expensive

2. Wireless Wide-Area Networks (WAN) High speed, secure data transfer Networks can span up to 35 miles in coverage Allows voice, data, video, fax transmissions

3. World Wide Web Internet useful for: Rapid data transfer Voice communication Requires reliable internet connection Fast connection also important Broadband access may be available via satellite

4. Amateur Radio Use of amateur radio resources requires preparation and coordination Amateur Radio Emergency Services (ARES) Radio Amateur Emergency Service (RACES)

FCC Licensing Required for all 2-way radio systems Many communications equipment businesses also subcontract FCC license assistance

5. Specialized Systems Systems have been created for rapid dissemination of emergency information to large groups Often combine communications technologies of phone, pager, radio and internet Examples: Emergency Alert System Health Alert Network Amber Alert systems

Fundamental Components of Communications Equipment & Systems Understand different forms of communication Identify potential obstacles to communication & strategies to overcome them Recognize current communications technologies Know how to use communications technologies Identify local resources & design communications systems accordingly Practice, practice, practice!

Know Your Equipment The right equipment is useless if you don’t know how to use it All staff who may have to use the equipment should be trained

How to Use A Radio Three important buttons: On/Off/Volume Channel selection Talk

How to Speak on the Radio Follow FCC rules (no profanity) Monitor channel before speaking Push “talk” button and wait 1 second Identify whom you wish to reach, then identify yourself State your message Release “talk” button 1 second after your last word

Radio Etiquette Speak clearly and avoid jargon Avoid very short words like “yes” and “no” Be brief Keep your voice calm, do not shout Do not use proper names or transmit confidential information whenever possible Do not use internal codes when communicating with other agencies

A Very Brief Radio Glossary Acknowledged I understand Affirmative Yes Break Emergency interruption Clear Available Disregard Ignore what I just said Landline Conventional telephone Negative No

A Very Brief Radio Glossary Out I finished all my messages Over I finished my transmission Repeat Perform an action again Roger I understand Say Again Repeat what you said Stand By Wait a moment Traffic Radio message

Fundamental Components of Communications Equipment & Systems Understand different forms of communication Identify potential obstacles to communication & strategies to overcome them Recognize current communications technologies Know how to use communications technologies Identify local resources & design communications systems accordingly Practice, practice, practice!

Technology and Local Resources System should meet local needs without breaking the bank Use public safety officials as consultants Search for grant monies available

Communications Protocols Create protocols specific for local needs Specify when protocols are to be used Include contacts for all emergency responders and agencies and ways to access those contacts List categories of information that should be communicated to each contact

Communications Protocols Integrate protocols locally Know when each agency plans to use phone, radio, etc. Use Regional Resource Centers for assistance Integrate technology when possible to achieve interoperability

Fundamental Components of Communications Equipment & Systems Understand different forms of communication Identify potential obstacles to communication & strategies to overcome them Recognize current communications technologies Know how to use communications technologies Identify local resources & design communications systems accordingly Practice, practice, practice!

Practice, Practice, Practice Communications systems must be tested regularly for reliability All potential users of the system should be included in the testing Keep contact information up-to-date to back-up communications systems

Fundamental Components of Communications Equipment & Systems Understand different forms of communication Identify potential obstacles to communication & strategies to overcome them Recognize current communications technologies Know how to use communications technologies Identify local resources & design communications systems accordingly Practice, practice, practice!