Automated Emergency Notification System Jonathan Thomas Manager Network

Automated Emergency Notification System Jonathan Thomas Manager, Network and Telecommunications Information Systems Land O’Lakes

Situation Assessment – Emergency Event Aftermath • Communication may be difficult due to local Telco overload – Anticipate substantial call volume increases • Initial confusion and uncertainty • Employees will desire up-to-date information • Ongoing Leadership/Employee dialog will be critical

Objective – Enhance Notification and Communication • Reduce initial confusion through fast, effective, and accurate notification and communication • Facilitate: – – – Response Team Communication Response Team to Employee Notification Response Team / Employee Dialog Departmental Dialog Periodic non-emergency updates

Strategy – Automated Emergency Notification System • Manually dialed call trees are inadequate for emergency notification; effectiveness requires automation • “By year-end 2007, 75% of the Global 2000 (world’s largest companies) will have emergency notification systems” – Gartner Research Group • Companies such as Blue Cross, Medtronic, Wells Fargo, and 3 M already have solutions planned or in place

Strategy – Automated Emergency Notification System • Potential Uses at Land O’Lakes: Corporate Emergency Events • Business Continuation / Disaster Recovery • Pandemic Event Single Site Emergency Event • Weather, Fire, etc (Statesville) Regional Emergency Event • Weather, Hurricane (Katrina) • Pandemic Event

How can an Automated Emergency Notification System help?

Scenario: “Event Threatens Gulf Coast Plant Closures” Traditional Calling Tree Method Automated Emergency Notification System Actions Activities and Results Response Team meets to determine response 60 min. Response Team members contacted via calling tree and meet via conference call 100% Success Rate 5 min. Response Team members contacted and meet via integrated conferencing 100% Success Rate Response Team notifies Plant Leadership (5 locations) 30 min. Plant Leadership contacted via calling tree 80% Success Rate (Ind. Std. ) 5 min. Plant Leadership contacted via System with polling 100% Success Rate (assumes all have cell phones) Plant Leadership notifies Plant Employees 30 min. Plant Leadership contacted via calling tree 80% Success Rate 5 min. Plant Leadership contacted via System with polling 95% Success Rate Total Time to Lapsed / Success Rate >120 min. 64% Success Rate 32 of 50 Employees notified <20 min. 95% Success Rate 47 of 50 Employees notified

Strategy – Automated Emergency Notification System • Features: – Automated Out-Calling – Re-call Unsuccessful / Call Detective – Groups and Escalation – Return Receipt – Web & Phone Enabled Interface – Automatic Polling – Real-Time Monitoring and Historical Reports – Toll Free Message Boards – Custom Notification Options – Integrated Audio Conferencing – Email Integration

Strategy – Automated Emergency Notification System • Important Considerations: – The creation and ongoing (Business and IS) management of the following will be key: • • Communication Plan Templates Specific Emergency Scenarios and Call Trees Electronic Feeds from HRMS Current and Correct Contact Information – A notification system is an enhancement to other communication methods (not a substitution)

Strategy – Automated Emergency Notification System • Estimate Assumptions: – Total LOL Contacts ~7398 (w/o Agriliance) – Emergency messages are unplanned expenses (not budgeted)

Action Plan – Automated Emergency Notification System • Complete – – Initial approval to proceed with evaluation Identified Vendors Obtain initial estimate Outsourced model is preferred over Purchase model is preferred (lower cost for lower use, disaster-proof) – Gathered Industry Analyst’s input • In Progress – Interview Peer Companies

Action Plan – Automated Emergency Notification System • Future Actions: – Expense Approval (February 07) – Select Vendor (March 07) – Phased Implementation (March – June 07) • • Test and Response Team Members (~100 Contacts) Shoreview and Arden Hills (~3000, Pandemic) All Supervisors and above (~550, Regional and Single Site) All Land O’Lakes employees (~8000 total) – Phased Launch and Business Continuation (July – November 07)

Questions? Jonathan Thomas Manager, Network and Telecommunications Information Systems Land O’Lakes