Dear Wayne – See below.
Overall: After a functional exercise in January of 2010, it became evident that our EOCneeded revision. The room had not been remodeled since its original construction in 1994, and did not have many modern features. The Emergency Management Office put together a “wish list” of features, and worked with campus project management, information services, and facilities management to put together the most efficient use of available space. This included a major construction revision, where two rooms were combined into a single space. To best accommodate all stakeholders, the space must also be usedas a conference/training room during day-to-day operations. The arrangements we have made allow the EOC to remain in a “warm” state whereit takes about 20 minutes to open our EOC.
Physical Space: We have significant space restraints at UCLA. I am unsure of the exact square footage, but our room is designed to seatabout 40 people comfortably. This provides for work space for the principles of our departments. Support staff are located in various Department Operations Centers in conference rooms across campus. Our EOC space is multipurpose; during day-to-day operations it is a conference/training room.
Raised floor: This is probably the single most important feature we have in our EOC. It allows us to run many and multiple technology without interfering with the space itself. All the cords, outlets, etc. are in the floor. It provides us with the ability to have multiple technologies without cluttering the space/creating trip hazards.
Tables: We have tables, each sit 2 people. Each tablecan fold up for storage. Each table has a pop-up in the center than runs the cabling for a 120V outlet and internet. Therefore, laptops can be plugged in to the table rather than having the cords run to the wall, reducing clutter/trip hazards. The tables are oriented in groups- a group for Planning, a group for Operations, a group for Finance/Logistics, and a group for EOC Director/Section Chiefs. The groups are then oriented in a “spoke and wheel” fashion, with the EOC Director’s table in the center of the room and the sections “spoking” off of that point.
Chairs: Wehave 40-45 rolling, folding chairs. These chairs are the best we could find for ergonomic support, comfort, and space economy.
Computers: We have 3 Mac minis with wireless keyboards and mice. They run Windows 7. The televisions are used as displays. These computers are used for work that is done as a group, since it uses the room’s large displays.
Laptop Computers & Accessories: We have 25 laptop computers that are dedicated for EOC use only. Each principle department has an assigned laptop where they can store their files/documents/programs/etc. The laptops are labeled for easy pick-up. Each has a power supply and a full sized mouse. These computers are for individualized work/
Wirelessand Wired Internet: Campus wireless internet is available in the room. Additionally, with the power outlets in the center console of the table, there are jacks for cat-5 cabling.
Televisions: We have 6 televisions in the room for monitoring news media. Each TV is very large (36 inches +). We have 4 direct TV boxes that provide service. We are also hooked in to our campus cable television. We can run any combination of the 4 direct TVs, campus cable, and 3 Mac minis on these displays.
House Sound System: Each TVcan project its own sound, but we also have speakers in the ceiling. We can take the sound broadcast from one television and send it to the house system, so that everyone can hear it, no matter where you are relative to the TV.
Overhead Projectors: We have 2 overhead projectors. One is very large and displays on a drop down screen. The second is a short throw projector that displays on a blank wall. The projectors can display any of the computer screens.
Digital Map: We have a 7th TV that has been set up in portrait-style. We use this display to run a 4th computer, which connects to our on line digital GIS/ESRI campus map. We have traffic and security cameras layered on this map, as well as still photos. We can add various layers of campus infrastructure through ESRI. We can draw on the map using ESRItools.
Video Conferencing: We have a video conferencing system in place to allow the EOC to conference with various other agencies. There are cameras in the front and back of the room so that there is always a good line-of-sight.We have microphones hanging from the ceiling (placed strategically) to provide good sound coverage.
VOIP Phone Handsets: We have 20 VOIP handset phones with pre-assigned departments. The phones charge in a cradle in the storage cabinet when they are not in use.
Hard phones/Fax: We have 5 “hard” (non-VOIP) telephone lines maintained in the EOC for redundancy. 4 of these lines are located on each of the section tables, the 5th is the main EOC line located at check-in.
Universal Remote: To manage all the displays and sound controls, we have a universal remote. The remote allows us to switch any input (TV, computer, video conference etc.) to any display (TVs 1-6, projectors, etc.). We have a button with the remote that is pre-programmed to our settings for “EOC Mode”—when the button ishit, pre-assigned displays and inputs automatically activate.
Whiteboard Surface: Any remaining wall space was covered with whiteboard-surface material. Whiteboards themselves were too heavy; we opted for “Walltalker”mats which allotted us the most amount of space for writing down notes. Wehave 3 full walls of this material.
Storage: We have a decent amount of cabinetspace in our EOC. We use it for storing phones, supplies, materials, coffee machines, etc. Some of the space is dedicated for each department’sspecific resources.
Signage: To provide EOC members with guidance, we designed and manufactured hanging signs above each of the sections, so that everyoneknows where to sit.
WebEOC: Part of our rollout of the new physical EOC was theroll out of WebEOC which provides us virtual EOC capability
James H. Gibson, PhD, MPH
UCLA Office of Environment, Health and Safety
501 Westwood Plaza, 4th Floor - MC 160508
Los Angeles, CA 90095-1605
Many thanks for the help.
Chemical Hygiene Officer & Emergency Preparedness Coordinator
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