This document describes operational procedures for the messaging system used during phase I of the Camera Phone Proof-of-Concept Project. The operational procedures are classified as either “domain” procedures or “technical” procedures.

Domain procedures identify the proper instance and protocol for users to employ the messaging system (e.g., under what conditions should a Virginia State Police officer consider using the messaging system). This document identifies fundamental domain procedures that have been approved by the agencies/users participating in this study¹. Agency specific additions and exemptions to these procedures are under consideration.

Technical procedures identify the proper operation and use of the messaging system. Technical procedures will vary with device and service, and are not dependant on the user/agency employing the system.

B. ORGANIZATION OF DOCUMENT

Project Background
Operational Procedures – Domain
Operational Procedures – Technical
Future Plans

C. REFERENCES

The following documents provide additional reference for the Camera Phone Proof-of-Concept project.

Operational Concept Description Document – Phase I
Technical Requirements Specification – Phase I
System Description Document – Phase I

D. DEFINITIONS

Commercial Mobile Radio Service (CMRS): An FCC designation for mobile wireless service offered by any carrier or licensee whose wireless network is connected to the public switched telephone network (PSTN) and/or is operated for profit.These companies include the traditional cellular and Personal Communications Systems (PCS) providers, such as Verizon Wireless, Sprint, Cingular, and T-Mobile.

Note: Nextel Communications is not a CMRS provider, but an Enhanced Specialized Mobile Radio (ESMR) provider. Traditionally, ESMR providers cater to business and industrial customers and have systems with either no connection or limited connection to the PSTN. These companies also operate in a different frequency bands than the cellular and PCS providers. However, Nextel has full connection to the PSTN and the operational distinction between Nextel and other CMRS providers has disappeared.

Short Message Service (SMS): The transmission of short text messages to and from a mobile phone, fax machine, and/or IP address. Messages must be no longer than 160 alphanumeric characters and contain no images or graphics. Once a message is sent, it is received by a provider’s Short Message Service Center (SMSC), which must then deliver it to the appropriate mobile device.

Multimedia Messaging Service (MMS): A store-and-forward method of transmitting graphics, video clips, sound files, and short text messages over wireless networks using the Wireless Application Protocol (WAP). Providers deploy special servers, dubbed Multimedia Messaging Service Centers (MMSC) to implement the offerings on their systems.

Field Users:These individuals are responsible for creating and distributing digital imagery from the field (e.g., the scene of an incident). During Phase I, these users will include Virginia State Police (VSP) Officers, VDOT Safety Service Patrol Officers, and field personnel from select towing and recovery companies.

Center Users:Personnel stationed at a fixed facility (e.g., the VDOT STC or the VSP dispatch facility). These individuals are recipients of the digital imagery supplied by Field Users. During Phase I, these users will include Virginia State Police Dispatchers, VDOT Smart Traffic Center (STC) Operators, and dispatchers from select towing and recovery companies.

Fixed Center Users:Center Users that rely on fixed communication services (e.g., wireline Internet access) and fixed computing resources (e.g., desktop computer)

Mobile Center Users:Center Users that rely on mobile communication services (e.g., CMRS) and mobile computing resources (e.g., PDA)

Note: The distinction between fixed and mobile Center Users is required during initial implementation since some participating agency facilities do not have dedicated Internet access.

Note: Mobile Center Users may include project oversight officials from the VSP.

II. BACKGROUND

The Camera Phone Proof-of-Concept Project will examine the utility of capturing and distributing incident scene imagery to towing and recovery providers, HAZMAT remediation contractors, and other follow-on response organizations. The premise of the project is that if this information is supplied in a timely fashion, the responders can correctly size and more rapidly configure their response to the scene from remote dispatch facilities. As suggested in Figures OP-1 and OP-2, a faster and properly calculated response will shorten the response time to an incident, which can subsequently shorten the duration of the incident and reduce traffic congestion.

Figure OP-1 represents a common dispatching scenario for towing and recovery services. In this instance, a VSP officer uses radio communication – typically some form of land mobile radio (LMR) – to request services from the Division 7 Dispatch Center and relay information about the incident scene.

Figure OP-1, Baseline Operations - VSP Field User

Figure OP-1, Baseline Operations - VSP Field User

The Division 7 Dispatch requests service from the appropriate towing company, which subsequently dispatches a truck. After arriving at the incident scene, it is determined that different/additional resources are required. Due to developing traffic congestion, it can take significantly longer for these new resources to arrive at the scene.

Figure OP-2 illustrates a similar scenario, including a modified flow of information and potential time-savings when supplementing radio communication with MMS messages.

Figure OP-2, Enhanced Operations - VSP Field User

Figure OP-2, Enhanced Operations - VSP Field User

In addition to requesting services using radio, the VSP officer uses a picture phone to assemble an annotated image (or images) of the incident scene. This multimedia information is then distributed among a predefined group of users. In this case, this would include users at the VSP Division 7 Dispatch Center, the VDOT STC, and the participating towing company dispatch facilities. The towing companies are the initial benefactors; they now have much more information with which to determine the proper resources for a response. The difference in elapsed time between scenarios (i.e. with and without MMS) could be significant.

The inclusion of MMS within this scenario is not intended to eliminate radio communication – only augment it. Since radio communication is still employed (and required) as part of the dispatch process, an initial dispatch of towing services may have occurred before the MMS message is composed, distributed, and analyzed. However, if an additional towing dispatch will eventually be required, the MMS system may enable a more timely and adequate response.

Note:While messages will be sent directly to the participating towing companies, they will not respond unless requested to do so by VSP Division 7 dispatch per standard operating procedures.

This scenario may be applicable for other Field Users (such as VDOT SSP), with possible variations to the radio dispatch procedures.

The purpose of this project is to facilitate the response of follow-on resources to incidents. This project has two key demonstration objectives. The first is to capture and distribute traffic incident scene imagery with relatively inexpensive and commercially available equipment and services. The second is to determine the value of this information to the noted responders.

This project will proceed in multiple phases. This phased approach will allow the demonstration to advance in manageable steps from simpler and smaller scale deployments in the initial phase (i.e., Phase I) to more technically complex and broader scenarios in the later phases. This document describes operational procedures for the messaging system used during Phase I.

III. OPERATIONAL PROCEDURES

Operational procedures for the messaging system are guided by five primary actions:

Photography: Field User takes a digital photograph
Message Composition: Field User composes a multimedia message (digital picture, with text and/or audio annotation)
Message Distribution: Field User distributes a multimedia message
Message Receipt: Field User(s) and/or Center User(s) receive the multimedia message (recipients may subsequently redistribute the message)
Message Assessment and Response: Center User(s) review incoming messages to determine the proper resources for towing and recovery efforts, HAZMAT remediation, or any other response activities. Field User(s) are able to view the picture, listen to the audio, and/or read the text from a multimedia message, but response is left to the Center User(s) during this initial phase of the study.

Each of these actions has both domain- and technically-specific components.

Note:These five actions are also used in the construct of the Technical Requirements specification document

A. DOMAIN PROCEDURES

Domain procedures identify the protocol for using the messaging system.

Note: The following domain procedures have been approved by the agencies/users participating in this study. However, it should be noted that differences among the agencies’ policies might require changes to these procedures at any time during the study.

I. Photography¹

Required: At least one (1) picture is required for the initial message. This picture is referred to as the “primary picture”.

Note: The initial multimedia message is defined as the first such message from a given user associated with each incident.

Since the goal of this initial study is to improve response time for towing and recovery services, the vehicles involved in an incident are likely to be the main subject matter. Visual information (i.e., the picture) should be relevant to the recipients (e.g., VSP, VDOT, and towing dispatchers). The vehicle(s) and relevant surroundings should fill the picture frame in order to transmit as much information as possible.

Optional: Additional pictures of the incident can be taken and might include:

Incident vehicle(s) along side other subjects (people, first responder vehicles, etc.) in order to provide relative size and context
Hazmat signs / markers / placards
Make/model indicators
License plates

These photographs can be attached to the initial message, or be sent as follow-up messages, depending on both the capabilities of the mobile device and the formal domain procedures for this study.

Note: Safety should never be compromised during photography.

2. Message Composition

Required:

The initial multimedia message shall include the primary picture (refer to section III.A.1)
The initial multimedia message shall have a text annotation that includes the towing company zone code and a location identifier that are associated with the scene of the incident.

Note: There is no specification on text entry method during Phase I of this project; therefore, text can be entered by T9, keyboard, and/or speech-to-text mechanisms available on the select mobile device.

Zone codes, as represented in Table OP-1, are used by the towing companies to identify the general location of an incident.

Table OP-1, Towing Zone Codes

Zone Code	Description
A7	Sector A7 – Alexandria; bound by I395, Rt. 7 and…
B1	…
C1	…

Location identifiers can vary and might comprise the closest intersection (e.g., 495 @ Rt. 50), the closest milepost (e.g., MP5 Rt. 66), a block address (e.g., 4200 block of Rt. 7), or other designators.

Note: Under consideration - There may be preferences to require only the towing zone codes, instead of both the zone code and the location identifier. While this would simplify the text entry process, it would also significantly limit the incident location information.

Initial Message
Required: - Primary picture - Text: Zone Code & Location ID

Example: X3; Rt22@MP7

X3; Rt22@MP7

This example does not represent the display characteristics of any specific device. It represents message content only.

Optional: Additional information may be providedin the form of secondary pictures and supplemental annotations. This information can be provided in either the initial message or subsequent messages relating to the same incident.

Additional information might address:

The number of vehicles involved
The make/model of vehicles involved
More detailed location information

Initial Message
Required: - Primary picture - Text: Zone Code & Location ID

Example: X3; Rt22@MP7

X3; Rt22@MP7

Optional:
- Secondary picture(s)
- Additional Text Annotation(s)
- Additional Voice Annotation(s)

Example: Single vehicle in median; departed Rt22 S; Rt22 S Closed left lane; Guardrail debris Rt22 N; Rt22 N closed 2 left lanes

Subsequent Message(s)
(same incident)
Required:
- none
----------------------------------
Optional:
- Secondary picture(s)
- Additional Text Annotation(s)
- Additional Voice Annotation(s)

Example: Renault Megane Coupe. 4 passengers; 1 injured seriously.

Renault Megane Coupe. 4 passengers; 1 injured seriously.

These examples do not represent the display characteristics of any specific device. They represent message content only.

Supplemental annotations may be text or audio. If the mobile device is capable of audio recording, voice annotations can be used to provide detailed information that is difficult to capture via text.

Note: The ambient noise level at the incident scene must be low enough such that the attached audio will be intelligible to the intended recipients.

3. Message Distribution

During Phase I of this project, all messages from Field Users will be delivered using a master distribution list. The master distribution list will include:

All participating Center Users from VSP, VDOT, and the three towing companies.
Select Field Users from VSP, VDOT, and the three towing companies.
Select project oversight officials from CapWIN, VSP, and VDOT
Select system evaluators from Mitretek Systems and SAIC.

Note: A single entry reference to the master distribution list (i.e., a master contact) will be loaded into each device prior to conducting the field study. During subsequent phases of this project, more specific distribution lists (e.g., VSP or VDOT personnel only) can be employed.

Note: Under Consideration – The following issues impact the composition of the master distribution list. These matters are under consideration for the distribution list to be used in the concept system; however, they are of more significance when establishing distribution lists for operational deployments.

The cost of sending a message: Providers will often charge differently for messaging services, some may treat a message using master distribution list as “one” message. Others might charge based on the number of subsequent messages “forwarded” to each user on the master distribution list. Some providers offer unlimited messaging; some do not.

The need for Field Users to receive all messages: It might be that Field Users do not need to receive all the messages submitted by other Field Users. If a particular Field User does need to receive a specific message, perhaps it is better that the message is forwarded by the appropriate Center User. This would eliminate unnecessary message traffic. Note: Mobile Center Users are not considered Field Users, although they may be out “in the field”. See Definitions in section I.D

Note: Message Redistribution (i.e., Forwarding a Message) - Depending on the composition of the master distribution list, some users might not receive particular messages. It is likely that some users – principally Center Users – will want to pass certain messages to others… for further evaluation, for oversight, etc. If so, message-forwarding guidelines will need to be established. These guidelines can be inserted at this point in the document.

4. Message Receipt

When participating in this study, users must have their messaging system equipment operating and prepared to receive multimedia messages. This equipment must also be configured to provide adequate notification upon the receipt of any multimedia message (i.e., users should be aware of any incoming message at the time of receipt).

a) Visual Notification

The equipment (both mobile device and computer) must provide visual indication when receiving a new message. Minimally, this should be a new message indicator icon somewhere on the screen. Preferably, this should be a persistent pop-up window that requires the user to acknowledge receipt of the message (acknowledge to the recipient’s equipment, not to the original sender).

b) Audible Notification

A mobile device must provide audible indication when receiving a new message. If a computer has configured audio, it must also provide audible indication when receiving a new message.

If the mobile device is set to a “silent mode”, it should provide physical indication when receiving a new message arrival (i.e. vibrate mode).

Note: Audio and visual message notification mechanisms will be set on each device prior to conducting the field study

5. Message Assessment and Response

For this project, the primary message recipients are Center Users associated with the three towing companies participating in this study, and the VSP District 7 and VDOT STC dispatchers. During Phase I of this study, these Center Users are responsible for message assessment and response. Field User(s) will be able to review multimedia messages and subsequently advise others about the incident, but assessment and response is a Center User task.

Note: Although Mobile Center Users may be out “in the field”, they are not considered Field Users. Mobile Center users may be responsible for assessment and response. See user definitions in section I.D.

a) Acknowledgement

During Phase I of this study, users are not required to acknowledge receipt of a multimedia message using the multimedia messaging system. Radio communication used during the standard/existing dispatch process should be used to acknowledge receipt of a multimedia message.

b) Allocating / Re-allocating Resources

All incoming messages, including picture(s) and annotations, should be reviewed by the agency/personnel responsible for allocating and/or re-allocating resources. These individuals will determine the proper resources for towing and recovery efforts, HAZMAT remediation, or any other response activities.

The design of this project is such that it should not negatively impact current response and recovery operations. Resources should be allocated and dispatched to incident scenes in the same method used before the multimedia messaging system was employed (i.e., using same dispatch process and the same radio communications). As a general rule, dispatchers should not wait for the receipt of the multimedia message before initial resource allocation.

When the analysis of a multimedia message warrants re-allocation of resources dispatched to an incident scene (e.g., a larger tow truck, a HAZMAT crew), the relevant personnel should be notified of the changes using the standard dispatch procedures (e.g., radio)².

c) Requesting Additional Messages and Forwarding Messages

Depending on the incident and the information supplied in the initial multimedia message, recipients – typically the Center Users – might choose to request additional multimedia messages from the Field Users – either the user providing the initial message, or other users responding to the incident.

During phase I of this study, this request (of other Field Users) should be made by radio communication. It is possible to make this request by replying to, forwarding, or generation a new message using the multimedia messaging system. However, radio communication is recommended to simplify the process during this initial phase of this study.

As those responsible for message assessment and response, the Center User(s) might wish to forward multimedia messages to others that did not receive the message. If so, refer to Message Re-distribution guidelines in section III.A.3.

d) Mapping the Incident

Note: Mapping will depend on the resources and capabilities of the Center Users. This feature might be developed as part of the Phase II research efforts, or of it may be established in subsequent phases of this study

The designated Center User³ should map the incident using the “Required Information” provided in the initial message. The zone code can be used to highlight a map region. The location identifier can be used to pinpoint the nearest intersection, identifying that location on the zone-highlighted map.

When available, GPS data should be used to create an exact map of the scene. GPS data may be obtained from the picture itself – some phones may embed GPS metadata (EXIF / ITPC) within the picture image. Alternatively, GPS data might be obtained from carrier services – some carriers offer a fleet tracking service, where (from a website or API) one can obtain the GPS location of a specific mobile device.

A. TECHNICAL PROCEDURES

Note: As of the completion of this version of the document, the final selection of devices/services to be used during Phase I of this study was not yet complete. Information pertaining to the use of the Motorola i860 is used to exemplify the technical procedures. The i860 is currently used by VDOT and might therefore be one of the devices used in Phase I of this study. Similar information may be provided for other field devices as they are selected for use in the study, and/or may be provided in other project documentation.

1. Field User Devices

This section addresses the primary technical procedures (photography, message composition, distribution, and receipt) for each of the following Field User devices. These devices meet technical specifications and were approved by the participants in the study. This is not an exhaustive list of devices/services, and other options might be added to subsequent versions of this document, or in subsequent phases of this study. Most of these devices will become discontinued in a short period, yet similar devices with presumably better performance and capabilities will replace them in the market.

Note: Several devices and services options from various providers are currently under evaluation for use during subsequent phases of this study

a) Motorola i860 (Nextel/Sprint)

The Motorola i860 was Nextel’s first picture phone. This unit was introduced in October of 2004. This unit meets all the technical specification requirements for this study, but was selected primarily because many of the prospective VDOT participants already have and use this device.

(1) Photography

When the phone is opened, the user is presented with the main menu.

(2) Message Composition (and Distribution)

Depending on the device, part of the message distribution process (e.g., selecting message recipients) might be integrated with the message composition process. This is the case for the Motorola i860.

1. When viewing a captured picture, press the "Send" soft button. This will save the picture and take you to the Create Message screen 2. While the "To:" field is highlighted, press the "Contacts" soft button. This will take you to the Contacts screen

*** The Contacts list will be created in each device prior to field-testing

3. Scroll to the contact identified as “Master” and press the “OK” button. This will select the Master distribution list as a recipient of the message. 4. Press the “Done” soft button. This will return you to the “Create Message” screen with the Message field highlighted. Note: If a sub menu appears before having the option to select the "Done" soft button, select the appropriate entry on the submenu, press "OK", and then press the "Done" soft button. 5.Press “OK” to bring up the message text entry screen

6. Enter text using the number keys (either using T9, or using repeated pressing of a digit to bring up the corresponding letter) and press “OK”. This will return you to the Create Message screen with the entered text displayed in the Message field

Note: The process defined in Step 3 of messages composition and distribution (above) will deliver the message to an independent email server (i.e., not associated with any service provider). This independent server will subsequently distribute the message among all the participants associated with the contact name, in this instance, all users associated with the ‘Master’ contact. This is currently the easiest method for mass MMS distribution among various mobile and fixed users with different devices and service options. The method might introduce latency and message convergence (interoperability) issues. However, as part of an on-going technical evaluation, these performance issues will be addressed in order to establish an optimal method for both data entry and message delivery. For example, it might be possible to create mass distribution lists on individual phones, thus eliminating the need for the independent email server. However, this requires additional system maintenance. Furthermore, this might be only part of the solution. The most appropriate method(s) may be incorporated into later versions of this document.

(3) Message Distribution

1. To send the message from the Create Message screen, press the “Send” soft button. You will be given an indication screen while the message is being uploaded, then another indication screen after the message has been sent.

(4) Message Receipt

The i860 can receive an MMS message when closed or open.

2. To read the message, press the "Read" soft button

Note: During Phase I of this study, it is not required to acknowledge receipt of a multimedia message using the multimedia messaging system. Radio communication used during the standard/existing dispatch process should be used to acknowledge receipt of a multimedia message.

(5) Message Assessment and Response

During Phase I of this study, message assessment and response is the responsibility of Center users (i.e., towing company, VSP D7, and/or the VDOT STC dispatchers) and is therefore not relevant to the i860. The i860 is being used as a Field User device.

Field users responding to received MMS messages should use standard dispatch procedures (e.g., radio). Refer to the domain procedures identified in section III.A.5.

b) Other Devices: The Motorola i580 and the LG VX5200

Note: As of the release of this document, it is expected that some VDOT users will use the new Motorola i580 (pictured below, left) during the initial phase of this study. It is also expected that many of the non-VDOT users will use the LG VX5200 (pictured below, right) during the initial phase.

Motorola i580 (pictured below, left) and LG VX5200 (pictured below, right)

Technical procedures may be provided for these devices in a revision of this document.

2. Center User Devices

This section addresses the primary technical procedures (message composition, distribution, receipt, and assessment and response) for each of the following Center User devices. This is not an exhaustive list of devices/services, and other options might be added to subsequent versions of this document, or in subsequent phases of this study. Most of the Mobile Center User devices will become discontinued in a short period, yet similar devices with presumably better performance and capabilities will replace them in the market.

a) Fixed – Desktop Computer w/ Email Application (Microsoft Outlook)

These instructions were developed based on an assumption that many Fixed Center Users utilize Microsoft Outlook as an email client on desktop computer systems.

1) Photography

Not applicable during Phase I of this study.

2) Message Composition

Message composition is performed as the user would for a normal email message. The destination email address should be a pre-configured address book entry for the project's Master distribution list email address. Images are added to the message as attachments.

3) Message Distribution

The message is distributed by sending the email message to the Master distribution list (and/or an individual recipient, if desired). This process is performed as the user would for a normal email message.

4) Message Receipt

MMS messages are received as email messages. When an incoming email message is received, Outlook typically plays a message notification sound and displays an envelope icon in the lower right of the taskbar. Clicking on this icon will display the new incoming message.

The message should contain the sending user's phone email address, the text entered in by the sending user, and the image taken of the incident scene. Depending on the carrier, the image may appear inline with the text, or as a clickable attachment (which the center user would then need to open to view the image). The message may also contain a clickable url to the sending carrier's website (to be used in case the image is not viewable).

Note: During Phase I of this study, it is not required to acknowledge receipt of a multimedia message using the multimedia messaging system (and in this specific instance, an email reply). Radio communication used during the standard/existing dispatch process should be used to acknowledge receipt of a multimedia message.

5) Message Assessment and Response

During Phase I of this study, message assessment and response is the responsibility of Center users (i.e., towing company, VSP D7, and/or the VDOT STC dispatchers) .

Center users responding to received MMS messages should use standard dispatch procedures (e.g., radio). Refer to the domain procedures identified in section III.A.5.

As those responsible for message assessment and response, the Center User(s) might also wish to forward multimedia messages to others that did not receive the message. If so, refer to Message Re-distribution guidelines in section III.A.3.

b) Mobile

Note: As of the release of this document, the concept of mobile Center Users has not been formally accepted for the initial phase of the study. Therefore, Mobile Center User Devices have not yet been selected. Candidate devices include:

Treo 700w (Microsoft Outlook Mobile / Verizon)
PPC-6700 (Microsoft Outlook Mobile / Sprint)
Mobile – HTC Wizard / Qtek 9100 (MS Outlook Mobile / GSM)

IV. Future Plans

Phase I of this study relies on provider resources (e.g. MMSC, Email Servers, etc.), for many message handling functions, and therefore many message handling capabilities (send, store, distribute) are limited to the provider’s implementation. Based upon the results of this current phase, Phase II might involve the development and use of messaging servers (such as an MMSC) owned and operated by CapWIN in order to optimize and customize message handling.

Any modifications to the messaging system that impact the operational procedures may be reflected in an updated version of this document.

[1] Domain procedures identified in this draft document are currently under review by the agencies/users participating in the study. Subsequent versions of this document will include formally approved procedures.

[2] For the purpose of evaluating the concept system, and perhaps as a means of non-repudiation during subsequent operation use, any such re-allocation should be recorded.

[3] As testing is currently defined, Center User at the VDOT STC are to receive information regarding all incidents reported with the concept system. For this initial study, it is recommended that these users be designated as those responsible for mapping activities .

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Operational Procedures Document - Phase 1 (Final)

Table of Contents

I. INTRODUCTION

A. PURPOSE AND SCOPE