Stakeholder Role in Communications Value Added 9-1-1 Services Board Policy Committee Finance Committee PSAP Grant Committee Provide guidance and decisions on NG9-1-1 communications, relevant policies, and funding Governance VGIN Advisory Provide guidance and legislative support on NG9-1-1 communications, relevant policies. GIS, legislative and industry experts who provide feedback and advice ISP Public Safety Communications (PSC) Virginia Geographic Information Agency (VGIN) Regional Outreach Ensures NG9-1-1 communications and related messaging are timely, as well as consistent and congruent with policy Prepare and distribute all NG9-1-1 communications Furnish leadership and management Makes sure that communications are planned and executed Responsible for creating and executing communication strategies for NG9-1-1 milestones Local Government Public safety answering (PSAP) Geographic information system GIS Information Technology (IT) (administrator, procurement) Provide stakeholder feedback and perspective on NG9-1-1 issues Identify stakeholder NG9-1-1 communication Validates that specific information has been received and that intended message has been conveyed Virginia Municipal League (VML) Virginia Association of Counties (VACo) Provide stakeholder feedback and perspective on NG9-1-1 issues Identify stakeholder NG9-1-1 communication needs Validates that specific information has been received and that intended message has been conveyed Stakeholder Role in Communications Value Added VA Association of Public Safety Communication Officials (APCO), Va National Emergency Number Association (NENA), Virginia Local Government Information Technology Executives (VaLGITE), Virginia Association of Mapping and Land Information Systems (VAMLIS) Provide stakeholder feedback and perspective on NG9-1-1 issues Distribute formal NG9-1-1 communications Increase messaging capability
State Corporation Commission (SCC) Provide guidance on regulatory issues impacting NG9-1-1 deployments Regulatory oversight Virginia Department of Emergency Management (VDEM), Interoperability Office, Virginia State Police (VSP) Receive and provide accurate and timely information on current operational issues Help determine impact of these issues on NG9-1-1 deployments Advisory and subject matter expertise Chiefs of Police, Sheriffs’, and Fire Chiefs Associations Provide association feedback and perspective on NG9-1-1 issues Distribute NG9-1-1 communications to membership Validates that specific information has been received and that intended message has been conveyed Increase messaging capability Legacy 9-1-1 Service Providers Providers of the current E9-1-1 network and databases that take the call from the OSP and deliver to the PSAP Provide accurate and timely information on current operational PSAP issues Help determine impact of these issues on NG9-1-1 deployments Advisory and subject matter expertise Originating Service Providers (OSP) The local exchange carrier, VoIP provider, or CMRS provider serving the end user over which a 9-1-1 call is made Provide accurate and timely information on area of responsibility for NG9-1-1 deployments Advise on technical/GIS NG9-1-1 deployment issues Advisory and subject matter expertise NG9-1-1 Solutions Providers Entities that provide 9-1-1 networking and call delivery over an IP network Provide accurate and timely information on area of responsibility for NG9-1-1 deployments Advise on technical/GIS NG9-1-1 deployment issues Advisory and subject matter expertise Transitional Partners entities that are not providers but who interface with the 9-1-1 system. Provide accurate and timely information on area of responsibility for NG9-1-1 deployments Advise on technical/GIS NG9-1-1 deployment issues Advisory and subject matter expertise CHE Vendors and Maintenance Providers Provide accurate and timely information on area of responsibility for NG9-1-1 deployments Advise on CHE and maintenance issues Advisory and subject matter expertise
financial decision packages impacting all stakeholders 9-1-1 Services committee meetings All NG9-1-1 Stakeholders NG9-1-1 informational presentations; Preview of NG9-1-1 policy and financial decision packages impacting all stakeholders As identified in communication strategy for specific milestone and as needed ISP Director, PSC Coordinator VGIN Advisory Board All NG9-1-1 Stakeholders NG9-1-1 informational presentations; NG9-1-1 policy and financial decision packages impacting Quarterly VGIN Coordinator ISP maintained listservs PSAP , GIS, IT and other local government communities; VML/VACo Critical NG9-1-1 information or updates to NG9-1-1 milestone As identified in communication strategy for specific milestone and as needed ISP Director, PSC Coordinator, VGIN Coordinator ISP Newsletter Government, VA APCO and NENA NG9-1-1 updates Quarterly ISP Staff ISP webinars All NG9-1-1 Stakeholders Critical NG9-1-1 information or updates to NG9-1-1 milestone As identified in communication strategy for specific milestone and as needed ISP Staff ISP website All NG9-1-1 Stakeholders Critical NG9-1-1 information or updates to NG9-1-1 milestone As identified in communication strategy for specific milestone and as needed Program Manager ISP regional meetings PSAP , GIS, IT and other local government communities; VA Critical NG9-1-1 information or updates to NG9-1-1 milestone As identified in communication strategy for specific ISP
Discuss Plan with RAC Dec 5, 2017 Regional Advisory Council (RAC) Gain feedback from RAC representatives as initial stakeholder audience ISP Director Provide Plan to NG9-1-1 Solution Providers Dec. 5, 2017 AT&T and West project team Educate them on the plan and gain feedback on ATT specific information included ISP Director Webinars Dec 6 & 20, 2017 NG9-1-1 Stakeholders Provide overview of Deployment Plan ISP Director Webinar Dec 13, 2017 OSPs, Wireless Carriers Provide overview of Deployment Plan; Get feedback on legislative agenda ISP Director Release final deployment plan draft Dec 22, 2017 9-1-1 Services Board, All Stakeholders Final draft plan for consideration and vote by the board PSC Coordinator Advise VML & VACo Dec – January VML & VACo = government representative associations To inform the associations of planned action, and potential impact on localities, gain their feedback, and have them serve as a messaging source to local governments ISP Director Advise state gov stakeholders End Dec – January Sec. of Technology, SCC, Dept. of Taxation, VDEM, Interoperability, VSP Educate these agencies on the plan and gain feedback; Provide them final plan after board action ISP Director; PSC Coordinator Advise professional associations End Dec – January Chiefs of Police; Sheriffs’ Assoc.; Fire Chiefs; APCO; NENA; VaLGITE Educate groups on the Plan and gain feedback ISP Director; PSC Coordinator; RAC Members; Leadership of Associations Inform elected/appointed 9-1-1 reps of messaging responsibilities Dec & Jan RAC Members Board Members To have those members well educated on the plan(s) so they can provide another channel for information dissemination to stakeholders ISP Director Present Deployment Plan to 9-1-1 board Jan. 11, 2018 9-1-1 Services Board To inform them of the plan, ISP recommendation to proceed and current ISP Director
status of the project. Have Board vote on intent for the plan. Publicize action Jan 11 or 16, 2018 Stakeholders To inform all stakeholders of the board’s action regarding the deployment plan and our path forward. ISP Director PSC Coordinator Regional Coordinators; RAC Members Education to Constituents through various means Dec – Jan Local government stakeholders; Represented assocs. Provide another channel for information dissemination to stakeholders ISP RAC Members; Board Members; Board Committee Members Organize and conduct town hall meetings End Jan – Feb (meeting target are week of Feb 19th and/or 26th) Local government stakeholders (PSAP, GIS, IT, contractors) Hold informational & educational town hall meetings that invoke feedback and consensus and understanding on path forward and action items with responsible party(ies) ISP Director; PSC Coordinator; VGIN Coordinator Regional Coordinators Task Timing Target Audience Purpose Responsible Party Legislative Communications Develop legislation Apr 2017 Wireless Carriers, VML, VaCo, 9-1-1 Board, RAC members, all stakeholders Draft legislation written to address significant points for NG9-1-1 deployment: 1) Elimination of cost recovery, 2) Board defines POIs, 3) telcos give access to 9-1-1 at no cost to localities, 4) change in grant funding. Publicized/discussed with stakeholders ISP Director; PSC Coordinator Revise Legislation Nov 2017 Wireless Carriers, VML, VaCo, SCC, 9-1-1 Board, stakeholders Revised cost recovery section on carrier feedback. ISP Director Meet with Legislators Dec 6, 2017 Legislators from VGIN Advisory Board Provide information on the draft legislation and ISP Director VGIN Coordinator
determine a patron of the bill for pre-filing Publicize revisions of legislation April 2017 – March 10, 2018 OSPs, wireless carriers, NG9-1-1 solutions providers, RAC members; SCC, all stakeholders To assure directly impacted by potential legislative changes are aware of Board intentions and current status of legislation ISP Director PSC Coordinator Communicate that pre-filing has happened Dec 2017 OSPs, wireless carriers, NG9-1-1 solutions providers, SCC, all stakeholders Keep all informed of legislative progress ISP Director PSC Coordinator Inform PSAP representatives through various means Jan 16, 2018 ISPs PSAP contacts Advise PSAP contacts of bill content and status ISP Director; PSC Coordinator; Regional Coordinators; RAC Members PSAP and Local representative outreach to Legislators Jan 2018 – Feb 2018 Local NG9-1-1 Stakeholders Have representatives support legislation to their legislators (bill is essential to success of deployment). ISP Director; PSC Coordinator; Regional Coordinators; RAC Members Communicate progress of bill through legislative session Jan 10, 2018 – March 10, 2018 Crossover is Feb 13 OSPs, wireless carriers, NG9-1-1 solutions providers, SCC,RAC members, all stakeholders Keep all informed of legislative progress including committee reviews and an update at crossover ISP Director PSC Coordinator Task Timing Target Audience Purpose Responsible Party GIS Specific Communications Inform localities of results of GIS data analysis July – August 2017 Locality GIS staff and/or contractors To evaluate local GIS data readiness for and determine eligibility for FY19 PSAP grant program funding GIS Analysts; Regional Coordinators Inform GIS stakeholders on plan for statewide GIS data preparation for NG9-1-1 Dec 2017 – March 2018 Locality GIS GIS contractors; RAC members This plan will as an educational tool as well as a project plan and should be part of the NG9-1-1 Deployment plan. It will detail the role of GIS data in VGIN Coordinator
and how to ready the data. Update localities on 2018 GIS data analysis intent and process End Jan – February 2018 Locality GIS staff; GIS contractors To educate GIS stakeholders on the purpose and process of the data analysis that will take place in 2018 VGIN Coordinator Regional; Coordinators; GIS Analysts; RAC Members Inform GIS stakeholder on work items for completion Post data analysis Locality GIS staff and GIS contractors (data maintainers) To ensure GIS data is updated to meet NENA standards for readiness for NG9-1-1 VGIN Coordinator GIS Analysts; RAC Members Task Timing Target Audience Purpose Responsible Party PSAP/GIS (locality) Specific NG9-1-1 Deployment Plans Communicate with RAC on content of plan template to receive feedback Dec 2017- January 2018 NG9-1-1 Solution Providers; ISP Staff; RAC Members Provide RAC with plan template to assure it is thorough and provides information to help PSAPs make decision NG9-1-1 Solution Providers; ISP Staff; RAC Members Inform localities of upcoming plan development January – February 2018 Locality PSAP, GIS and IT Allows these stakeholders to know what the purpose of the plan is and how it can help them prepare for deployment NG9-1-1 Solution Providers; ISP Staff; RAC Members Update localities on the opt-in / opt-out decision making process Late February – April 2018 Locality PSAP, GIS and IT staff Allows these stakeholders to know what the decision making process is NG9-1-1 Solution Providers; ISP Staff; RAC Members Task Timing Target Audience Purpose Responsible NG9-1-1 Funding Communicate NG9-1-1 cost model and funding methodology July 2017 - present and GIS staff; All Stakeholders; Provide stakeholder with information regarding NG9-1-1 deployment funding ISP Director PSC Coordinator
methodology and receive feedback Inform RAC of staff recommendations to PSAP grant committee Dec 2017 – 2018 RAC Use RAC as a sounding board regarding recommended funding options and path forward ISP Director PSC Coordinator Program Manager Inform stakeholders of PSAP grant committee funding recommendations to the board January – March 2018 RAC and all stakeholders particularly locality PSAP and GIS Allows stakeholders to know the recommended funding path so they can start planning their funding requests ISP Staff RAC Members Inform stakeholders of the overall deployment funding approach July 2017- present RAC and all stakeholders particularly locality PSAP and GIS Allows stakeholders to know the recommended funding path so they can start determining local responsibility and planning their funding requests ISP RAC Members Mid to Long-term Communications Activities Continual updates on planning, decisions, actions, activities, etc. governments’ decision on NG9-1-1 Solution Provider (opt-in/opt-out) Status of participation agreement Communications to Support NG9-1-1 Milestones Following is a list of the NG9-1-1 milestones that will require regular communications. Each milestone will need to be supported by a specific communication strategy that identifies how each of the following message lifecycle items will be addressed: timing, the person responsible for developing content, distribution channel(s), target audience and measurement. Local Government educational packets government PSAP and GIS implementation plans Local governments’ opt-in/opt-out decisions regarding use of Fairfax County’s contract
Board approved implementation plans and funding estimates Participant agreements signed by local governments NG9-1-1 deployment queue NG9-1-1 deployment progress Educational Communications Strategy Government Educational Packets Communication Strategy Timing Responsible and Content Development Distribution Channels Target Audience Measurement January to April 2018 Town Hall Meetings would be conducted on a regional basis Constituent meeting schedule would follow anticipated NG9-1-1 deployment schedule ISP Leadership to take lead in developing meeting materials in advance of town hall and constituent meetings, with feedback and input from RCs and NG9-1-1 Solution Providers Meeting material will consist of the following: PowerPoint presentation for regional town hall meetings; informational sheet for constituent meetings that summarizes Deployment Plan and NG9-1-1 Milestones Preview meeting materials with RAC RAC members to distribute informational email to constituents Update ISP website Host ISP Webinar(s) Regional meetings for level-setting Constituent meetings to deliver and discuss educational packets with target audience RCs would take the lead in scheduling all meetings Local Govt (PSAP, GIS, IT, CAO, and Procurement) RCs to develop contact list for target audience for each locality Hold regional town hall meetings Conduct constituent meetings for each PSAP within region