2-1-1 Disaster Data Management System AIRS Conference

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2-1-1 Disaster Data Management SystemAIRS
Conference New Orleans

• May 23, 2012

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Presenters
Ji Sun Lee Dept. of Homeland Security Director
Community Preparedness Resilience Program
Tino Paz United Way Worldwide Manager, 2-1-1

• Linda Daily
• United Way Worldwide
• Director 2-1-1 Disaster Services

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Workshop Objectives

• Session I
• Introduce nationwide 2-1-1 Disaster Data
  Management System
• Provide an opportunity to offer feedback  

• Session II
• Engage in work that builds consensus for 2-1-1
  DDMS data schema and protocols and 2-1-1 network
  preparedness

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The Federal Communications Commission Ruling

• We believe that the Information and Referral
  Petitioners have shown a public need exists for
  an easy to use, easy to remember N11 code to
  efficiently bring community information and
  referral services to those who need them,
  providing a national safety network for persons
  to get access readily to assistance.
• July 21, 2000

Where did the idea of a 2-1-1 DDMS come from?
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2-1-1 Disasters
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Experience of the 2-1-1 network in disasters
2-1-1 services have been consistently called to
action in response to all types of disasters

• 9/11
• 2004 Florida hurricanes
• 2005 Katrina, Rita, Wilma
• 2008 Mid-West Floods
• California, Colorado, Texas wildfires
• Gustav, Ike and all the rest
• Washington snow and floods

• Economic Crisis
• North Dakota, Florida, Nashville, Rhode Island
• Oklahoma tornados
• H1N1 CDC Guidance
• Foreclosure Crisis
• 2011 Tornadoes, Floods, Wildfires, Hurricanes,
  Winter storms

Where did the idea of a 2-1-1 DDMS come from?
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Texas AM Research
In 2008, Dr. Sherry Bame (Texas AM) with the
support of her students, the 2-1-1 Texas system,
DHS others set out to understand in detail what
they could find out about

• 2-1-1 Calls for Unmet Disaster Needs in Texas
  Katrina-Rita, 2005
• Sample maps provided on next slide

Where did the idea of a 2-1-1 DDMS come from?
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Specific Types of Unmet HOUSING Needs by
Location in Texas, Fall 2005
SHELTER
DISABLED / ILL
REHABILITATION
HOUSEHOLD GOODS
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DHS Why invest in a 2-1-1 Disaster Data
Management System Initiative?

• DHS Budget Priorities
• Continuing support
• Future Directions

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2-1-1 Pilot Site Research the Concept of
Operations

• With DHSs continued support, Dr. Bame then
  enlisted the support of United Way Worldwides
  2-1-1 experts.
• Dr. Bame Tino Paz, from UWW, first surveyed and
  then visited a cross-section of 2-1-1 services
  with previous disaster experience.

2-1-1 Pilot Site Locations

• Bryan/College Station
• Cedar Rapids
• Houston
• Los Angeles
• Tampa
• Texas IR Network (state)

• New Jersey (state)
• New York City
• Omaha, NE (state)
• Orlando
• San Diego

Where did the idea of a 2-1-1 DDMS come from?
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What is the primary mission or purpose of 2-1-1
DDMS?

• Nation-wide access to 2-1-1 disaster data as
  close to real-time as possible (operational)
• 24/7/365 readiness of the 2-1-1 network for
  disaster response (operational)
• Development of standardized caller resource
  data elements (support)
• Development of disaster management protocols for
  the 2-1-1 network (support)
• Formal integration of the 2-1-1 network in all
  phases of disasters with appropriate external
  partners (support)

2-1-1 Disaster Data Management System
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What is the primary mission or purpose of 2-1-1
DDMS?

• Nation-wide access to 2-1-1 disaster data as
  close to real-time as possible (operational)

2-1-1 Disaster Data Management System
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What is the primary mission or purpose of 2-1-1
DDMS?

• 24/7/365 readiness of the 2-1-1 network for
  disaster response (operational)

2-1-1 Disaster Data Management System
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What is the primary mission or purpose of 2-1-1
DDMS?

• Development of standardized caller resource
  data elements (support)

2-1-1 Disaster Data Management System
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What is the primary mission or purpose of 2-1-1
DDMS?

• Development of disaster management protocols for
  the 2-1-1 network (support)

2-1-1 Disaster Data Management System
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What is the primary mission or purpose of 2-1-1
DDMS?

• Formal integration of the 2-1-1 network in all
  phases of disasters with appropriate external
  partners (support)

2-1-1 Disaster Data Management System
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2-1-1 DDMS Main Components

• Suite of Data Management Tools
• Data Commons
• Data Exchange
• Data Dashboard
• Extension (Warm) Centers
• Nationwide Coordination

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Suite of 2-1-1 Data Management Tools

• 2-1-1 Data Commons a feature-rich data warehouse
  for storing and managing these two invaluable
  datasets in times of disaster.
• 2-1-1 Data Exchange suite of technical methods
  and approaches to automating, as much as
  possible, the processes of gathering the caller
  and resource data generated by IR software.
• 2-1-1 Data Dashboard as the primary presentation
  layer of the data stored and managed by the 2-1-1
  Data Commons.

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Current Capabilities

• All the IR software systems have some basic
  capability to produce reports.

Current State
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2-1-1 DDMS 2-1-1 Data Exchange

• Three typical software environments with which
  2-1-1 DDMS will need to interface.

Remote Access to IR Software
In House Systems
Web-based IR Software

• Internet not required for software

• Internet used to access software remotely (not
  browser-based)

• Browser-based software on the internet

Typical software environments
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Caller Data Items

1. Agency Information info on the call handling
   agency
2. Disaster Information info on the specific
   disaster event
3. Time Information auto-populated info on date,
   time duration of call
4. Caller Information caller identifying info
   hidden in aggregated reports
5. Location Information info caller location
   and/or destination
6. Demographic Information critical demographic
   info, age range, household size, etc.
7. Economic Information callers economic status
   (i.e,, employment, income, etc.)
8. Need Information specific need for which
   caller is seeking assistance
9. Referral Information referrals provided to
   caller

Caller Data Elements
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Resource Data Items

1. Contact Information agency name, contact, phone,
   etc.
2. Timing of Service Delivery hours of operation
   availability of services
3. Eligibility Criteria requirements for receiving
   the service/resource
4. Jurisdiction geographic scope of the
   service/resource availability.
5. Organizational Affiliations entitys
   relationship(s) to organizations.
6. Needs and Services classifications based on
   the 2-1-1 taxonomy
7. Special Populations Served info related to
   targeted groups
8. Disaster-related Services and Programs info
   about unique characteristics of the
   service/resource as it pertains to disasters.

Resource Data Elements
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Future Capabilities

• With 2-1-1 DDMS participating 2-1-1s are able to
  provide closer to real-time access to data for
  external partners, allow for dynamic, ad-hoc
  queries as well as ensure a more consistent
  presentation.

Future Capabilities
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2-1-1 DDMS

• Additionally, with 2-1-1 DDMS, designated 2-1-1
  Extension (Warm) Sites would be able to
  seamlessly support the 2-1-1 network while
  preserving all the benefits of real-time access,
  dynamic and consistent reporting.

Future Capabilities
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2-1-1 DDMS Extension (Warm) Sites

• 2-1-1 DDMS envisions that somewhere between 6 to
  12 Extension (Warm) sites are needed to provide
  24/7/365 stand-by readiness to handle call
  surges, 2-1-1 service blackouts, and other
  potential scenarios that require an immediate
  increase in call handling and/or resource
  database management capacity.
• Criteria for the selection of Extension (Warm)
  site will be more stringent and demanding as well
  as tightly linked to deployment coordination
  requirements.

Main features and functionality provided by 2-1-1
DDMS
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2-1-1 DDMS Nationwide Coordination

• Nationwide coordination would provide
• A single point of access for invoking and
  managing all aspects of 2-1-1 DDMS
• Accountability and responsiveness to the 2-1-1
  field and other key stakeholders (i.e., FEMA,
  EOCs, etc.)
• Support for ongoing development of needed
  protocols, technical infrastructure,
  implementation coordination, training and
  outreach
• The need to pursue resource development to ensure
  sustainability

Main features and functionality provided by 2-1-1
DDMS
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In the Works

• Technology Suite
• Obtain educated 2-1-1 DDMS cost analysis and
  approach
• Complete and disseminate standard data schema
• Secure investors
• Warm Sites
• Build consensus on criteria for warm sites
• Develop protocol for requests for Surge
  Assistance (mous)
• Nationwide coordination
• Establish governance and staff support
• Develop business model for 2-1-1 DDMS

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For more information

• Executive Summary
• www.211us.org/documents/ExecSumDDMS.pdf
• Concept of Operations
• www.211us.org/documents/DDMS.pdf
• AIRS XSD
• www.airs.org/i4a/pages/index.cfm?pageid3363

• AIRS Style Guide
• www.211us.org/documents/AIRS_StyleGuide.pdf
• Resource Data schema
• www.211us.org/documents/ResourceData.pdf
• Caller Data Schema
• www.211us.org/documents/CallerData.pdf

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Thank you!

• May 23, 2012