Arizona 9-1-1 Program: System Administrator and PSAP Manager Meeting - PowerPoint PPT Presentation

Arizona 9-1-1 Program: System Administrator and PSAP Manager Meeting October 16, 2019 Arizona Department of Administration-Office of Grants and Federal Resources

Agenda 1:00 – 1:15 Introductions 1:15 – 2:30 State 9-1-1 Program Updates ❖ FY2020 Billing Issues and Reminders ❖ Financial Update ❖ FY 2021 Grant Program ❖ Text-to-9-1-1 2:30 – 2:45 Break 2:45 – 3:00 Federal Next Generation 9-1-1 Grant 3:00 – 4:30 Mission Critical Partners: Strategic Plan Roadmap 2

FY2020 Grant Program: Updates ❖ Updated user guides are on AZ911.gov website ❖ ACH lookup ❖ Submitting financial report (updated) ❖ If requesting a past charge, original documentation needs to be provided ❖ Cannot pay balance forwards on invoices ❖ State will not reimburse late fees ❖ Bi-weekly reimbursements ❖ Will move to reimbursement requests processed on the 25th of each month per grant agreements ❖ MOUs ❖ Must be submitted to be reimbursed by state 9-1-1 Program ❖ Extended deadline to November 30, 2019 ❖ Annual agreements must be renewed for FY2021 3

State 9-1-1 Program Overview and Updates 4

FY 2021 Grant Program ❖ Application closes Friday 2/14 at 3pm ❖ System Administrators will apply on behalf of all PSAPS within their 9-1-1 System. ❖ Applications will be submitted through eCivis. Paper applications will not be accepted ❖ User Guides will be posted on the GFR website to aid in the application process Application Application Awards Period Open Announced Review January 1 st -February 14 th February 14 th -April 2 nd April 3 rd 5

FY2021 Grant Program: Funding Priorities 1. Necessary or appropriate equipment or service for implementing and operating emergency telecommunication services 2. Monthly recurring costs of emergency telecommunication services, including expenditures for capital, maintenance and operation purposes 3. Administrative costs per A.R.S. §41-704 4. MSAG Updates/GIS projects Amount available for FY2021 - $19,410,834 6

FY2021 Grant Program Application Narrative: 1. Scope of Work 2. Project Timeline 3. Collaborative Elements and Partners 4. Sustainability Plan 5. Evaluation Plan 6. Project Goals and Objectives 7. Budget Module and Narrative 7

FY2021 Grant Program: Special Conditions 1. Grantee must submit a current service plan to GFR. If a service plan is not complete, a letter requesting an extension with an estimated completion date must be submitted for approval before financial reimbursements will be made. 1. Grantee must submit copies of executed Memorandum of Understandings (MOUs) between each System’s PSAP and the System Administrator before financial reimbursements will be made. 1. Grantee must notify GFR within 10 days if the Grantee is unable to perform the function of System Administrator on behalf of PSAPs in their jurisdiction. Administrative funds may be reduced to the System Administrator if GFR assumes responsibility of the duties under this agreement. 1. Grantee must enroll in automatic clearinghouse payments. Grantee must complete the document titled “State of Arizona Substitute W-9 and ACH Vendor Authorization Forms & Instructions. Vendor account set-up and payment information can be found at: https://gao.az.gov 1. Grantee must share GIS data, at minimum, two (2) times per fiscal year upon request from GFR, Arizona 9-1-1 Program, in order to support ongoing statewide initiatives. Data shared will not be distributed for commercial use and is pursuant to A.R.S. § 37- 178. 8

FY2021 Grant Program: New Requirements 6. All PSAPs in region agree to utilize an approved statewide data analytic software collection tool 6. All PSAPs agree to implement Text-to-9-1-1 services. 9

Text-to-9-1-1 • Approximately 252,000 people in Arizona cannot hear, speak or otherwise cannot verbally communicate – Many cannot use sign language with a third-party emergency translator – Unable to utilize Arizona’s voice 9-1-1 to help themself or someone else • Emergency situations may not allow for verbal communication with a 9-1-1 dispatch operator • Technology is available • It is our responsibility to ensure Text-to-9-1-1 becomes operational for the people of our State • Statewide Text-to-9-1-1 deployment is a state goal

State Direction • Text-to-9-1-1 solution is to progress forward in alignment with a planned schedule utilizing the Century Link Managed Services where available and the “Over-the-Top” internet System Provider (SP) solution in all other areas • PSAP System Administrators and Leaders, SP and Wireless Service Providers (WSP) are to work together to meet scheduled deadlines • State will work with PSAP System Administrators and Leaders, SP and WSP to provide high level project management to ensure successful implementation • Current Text-to-9-1-1 solutions to be fully operational State- wide by June 30, 2021

Current Status State Text-to-9-1-1 County Systems Cochise Has not applied Coconino Approved Colorado City Has not applied DPS Deployed Gila Deployed Gila River Indian Community Has not applied Graham Has not applied Greenlee Has not applied La Paz Has not applied Maricopa Deployed Mohave* Has not applied NAUA Has not applied Pima Approved Pinal Approved Santa Cruz Approved - Pending Deployment Winslow Has not applied Yavapai Approved Yuma Approved Pending Deployment *Lake Havasu City has deployed an Over-the-Top solution

Next Steps • Continue with implementation as outlined in the State’s Text-to-9-1-1 Project Plan • State will provide project management services to PSAPs • Service Providers and System PSAPs follow State provided schedule • Plan ahead of scheduled deployment • All remaining 9-1-1 Systems are to apply for Text-to-9-1-1 grant funding no later than 12/20/2019

Roles and Responsibilities • Service Providers (SP) – Implement Text-to-9-1-1 System capabilities by scheduled date – Test and Turn-up – Support • System Administrators – Complete all request submittals – Be prepared to fully operate Text-to-9-1-1 by scheduled date – Coordinate with PSAPs to Inform public and notify required agencies – Update 9-1-1 Service Plan • PSAP Manager – Work with Service Providers to implement Text-to-9-1-1 – Train staff (PSAP) and document processes – Test and accept Text-to-9-1-1 • State – Provide grant funding to assist with system needs – Support to ensure Text-to-9-1-1 becomes operational statewide by 6/30/2021 – Provide Project Management when needed

Process Flow and Communication

Text-to-9-1-1 Process and Timeline

Text-to-9-1-1 State Deployment Schedule 2019 2020 2021 Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Secure SP Quote 10/21 - 12/13 Secure State Grant Text-To-9-1-1 Solutions 12/16 - 1/17 YUMA Century Link Managed Services 12/2 - 2/10 SANTA CRUZ SP Over-the-Top 1/30 - 3/16 PIMA 3/5 - 5/14 YAVAPAI 5/5 - 7/9 PINAL 6/30 - 9/8 COCONINO 9/1 - 11/3 MOHAVE GRIC 2/4 - 3/26 10/27 - 12/17 LA PAZ GRAHAM 3/18 - 5/1 12/8 - 1/20 NAUA COCHISE 4/29 - 7/8 1/21 - 3/19 GREENLEE COLORADO CITY 7/1- 8/19 3/11 - 4/26 WINSLOW 4/15 - 5/31 17

Questions ? Thank you for working together to bring Text-to-9-1-1 to those in need

BREAK 19

Federal Next Generation 9-1-1 Grant • Arizona Award - $2,556,830 – $196,760 increase over initial allocation – Requires 40% Match (cash and in–kind) • Period of Performance – August 8 th , 2019 – March 21, 2022 • Purpose – Adoption and operation of NG911 services and applications • Arizona Priorities – Unserved and Underserved areas in the state • Projects – Competitive RFP for statewide ESInet – Hardware and Software upgrades to legacy 9-1-1 equipment – Cyber-security Assessments 20

Mission Critical Partners (MCP): Arizona NG9-1-1 Strategic Framework 21

GFR Staff Contacts Matthew Hanson, Assistant Director Katje Benoit, Program Manager 602-542-7567 602-542-3635 Anna Haney, Senior Program Matthew Turgeon, Financial Manager Analyst 602-542-7015 602-542-0269 Karen Ziegler, Public Safety Program Dean Johnson, IT Project Manager Manager 602-542-7535 602-542-6032 Veronica Peralta, Program Greg Denton, Senior Project Manager Manager 602-542-7537 602-542-7282 Email: az911@azdoa.gov 22

Arizona NG911 Roadmap October 16, 2019

Welcome 2 | Mission Critical Partners | NG9-1-1 Strategic Roadmap • Importance of Strategic Planning • Overview of Roadmap Approach • Vision and Mission • Focus Areas

Mission Critical Partners | NG9-1-1 Strategic Roadmap | Is Planning Important?

Mission Critical Partners | NG9-1-1 Strategic Roadmap | 4 Importance of Planning

Is Being Reactive that Big of a Deal? 5 | Mission Critical Partners | NG9-1-1 Strategic Roadmap • “I’m getting stuff done” • Consequences – Quality – Details – Stress – Tactical vs. Strategic • So you want to make it stop…

Benefits of a Strategic Plan 6 | Mission Critical Partners | NG9-1-1 Strategic Roadmap • It’s a Roadmap • Sets priorities • Ensures everyone is working towards a common goal • Easier to plan for contingencies But keep it a living document!

Arizona NG911 Roadmap 7 | Mission Critical Partners | NG9-1-1 Strategic Roadmap • Goal of the Roadmap • 911 Maturity Model • Five Focus Areas