4.0 Components of an Ideal System

Chapter 2.0 described the key components of an existing system and identified the information dissemination model detailing the stakeholders, information, and the process involved for the dissemination of information from the origin to the public during disasters. This chapter draws upon the existing system and provides some recommendations on some of the components of an "ideal" disaster ATIS system.

An ideal ATIS system and disaster information mechanism should include components, devices, activities and players to make the system the best it can be. Based on the information and knowledge gathered from the workshop and reviewing the existing systems, an ideal ATIS disaster system includes functions of three subsystems:

• transportation system operations,
• emergency management and operations, and
• traveler information.

These three systems, their stakeholders, and their operations encompass a complete ideal ATIS system. The rest of this chapter briefly discusses these subsystems, and provides some key recommendations and suggestions in these areas that could potentially be used to deliver accurate and essential information to the public during disasters using traveler information mechanisms. These recommendations come directly from workshop participants and are based on real-work experience in both urban and rural areas.

4.1 Transportation Systems Operations

The state transportation departments and city and local traffic departments are primarily the agencies that control the ATIS assets and also provide day-to-day operations for delivering traveler information to the public. This subsystem includes agencies that manage local freeways and arterials and incident management activities along with response activities and operations for major incidents and disasters. These agencies are also responsible for recovery efforts directed at the transportation infrastructure during the post-disaster timeframe. Other modes of transportation including transit (rail and bus) are also part of this subsystem. As discussed in the existing system overview, the roles of these agencies are dynamic based on the nature of the disaster, the extent of it, and the area affected by it. Recommendations made for this sub-system included:

• Transportation agencies need to be flexible and have to realize they may serve many roles over the duration of the event, including being an early responder, a coordinator of travel-related information, and later, serve as support to the Incident Commander, or agency in charge by supplying resources as necessary and taking actions as directed.
• Critical transportation agency staff (i.e., TMC) need access to necessary monitoring and reporting systems to assist in the early stages of a major event.
  • Transportation agency staff should focus on adapting and delivering the appropriate messages based on the ATIS assets and capabilities (i.e., lesser detail on DMS, more detail on web page, etc).
• Power and communication redundancy and options exist, and they must be well thought out in advance, realizing that any failures will cause limitations in capabilities. This is especially critical in urban areas, to ensure proper communications between the TMC and the EOC, as they are not always located in the same facility.
• Federal agencies should work cooperatively with the local TMCs during disasters, as they usually have very knowledgeable, respected, local experts working as operators.
• Practice scenarios have been performed regularly and approved, up-to-date procedures manuals and contact information exist.

4.2 Emergency Management and Operations

This subsystem includes all of the operations and activities related to the planning and response functions for major disasters and events. Transportation agencies along with fire, local EMS, and police are the primary agencies involved in these operations. The coordination and communication among these agencies are critical as these systems and operations not only among themselves but also with other regional, statewide and sometimes federal agencies based on the type and nature of the disaster. The activities operated by this subsystem are usually from an EOC that is activated when a disaster occurs. The EOC, when activated, consists of representatives from all the major emergency response agencies, along with systems that support the Incident Command System (ICS) and Public Information Officers (PIOs). Recommendations made in this sub category include:

• Incident Commander – there is one person in charge of the response strategy directing resources at the scene of the disaster.
• When decisions are being made, the appropriate people must be in the room, typically at the EOC (i.e., personnel who have the authority to make decisions).
• The PIOs from all key agencies gather at a Joint Information Center (JIC) and coordinate information for dissemination to the media and the general public. The JIC and the PIOs passes along only coordinated key messages and all pertinent verified information to the media. Extraneous information is limited so as not to send confusing or mixed messages.
• Creating the right messages is critical – properly crafted messages cover three critical characteristics that:
  • Describe the threat
    • Nature of event - what is happening or has occurred
    • Geography of event (where, impacted area)
  • Provide guidance
    • Who, if anyone, needs to leave a certain area
    • Shelter in place information, if pertinent
    • What roads or transportation facilities are open, closed, or have limited access
    • Health advisories, if pertinent
  • Determine what information is released to the public and when. Premature information can often be as bad as information that is not released soon enough.
  • Accurate information released to the public in a timely manner is the key to successful operations.
  • Provide where more information can be obtained.
• All relevant previously established emergency contact points of sensitive locations or large groups are informed of critical information. These groups include but are not limited to:
  • High-rise building and office park facility managers
  • Hospitals
  • Nursing homes
  • Schools
  • Large public facilities (jails, arenas, etc.)
  • Convention and Visitors Bureaus
  • Tucking associations
  • Towing community.

Agencies involved in using ATIS during a disaster may wish to craft a customized "ideal" list of items as a checklist during an event. In addition, agencies may wish to use this checklist as a long-range planning tool to help focus coordination and technical activities and tasks.