&EPA
REGION-SIX
EMERGENCY
RESPONSE
TEAM
US EPA Region6
Emergency Operations Center
SOP
Effective August 2008
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Table of Contents
1. Introduction
2. Location and Directions
2.1. Address
2.2. Access information
3. Contacts
3.1. Lead IT Support
3.2. 6SF Readiness Team Lead OSC
4. Ops Center
4.1. Helpdesk Support
4.2. Workstations
4.3. Laptops
4.4. Lotus Domino Email
5. Network Infrastructure
5.1. PODs
5.2. Printers and Fax
5.3. Ethernet Net Local Area Network (LAN)
5.4. Wireless Local Area Network (WLAN)
6. Telecommunications and Video Teleconferencing (VTC)
6.1. Voicemail
6.2. Private Branch Exchange (PBX)
6.3. Regional Voice Conference Bridge
6.4. The Teleconferencing Center™
6.5. Blackberry
6.6. Video Conference
6.7. Secure Voice
6.8. Secure Facsimile (FAX) Gateway
7. Video Display
7.1. Broadcast Video
7.2. Cable TV (CATV)
7.3. X-Panel
Appendix A (POD Identification of Data and Telecommunication Ports)
Appendix B (Printer IP Addressing Scheme)
Appendix C (WiFi Network Access)
Appendix D (Polycom User Guide)
Appendix E (Wireless Headsets used for TV listening)
Appendix F (Crestron Controler Guide)
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US EPA Region6
EmergencyOperations Center SOP
1. Introduction
The following document is intended to be used as a guide to basic operating procedures of
the EPA Region VI Emergency Operations Center's equipment and basic operations. This
guide will cover the basic procedures involved in acting as a backup for the Region VI CSC
Onsite Technical Support Consultant.
2. Location and Directions
2.1. 1445 Ross Avenue, Suite 1200 (Mail Code 6SF-PE), Dallas, Texas 75207
2.2. Once in the building take the elevators up to the 8th floor. When you come off the
elevator enter room 8E11 the door will have a cipher lock punch the code and enter the
hallway. Follow the hallway to the end and make a left. Strait ahead you will see room
8L4 this door will also have a cipher lock, punch in the code and enter. The door to
Room 8N4 will be about 15 ft. on the right hand side. You are now in the R6EOC.
3. Contacts
3.1. Lead IT Support Ken Ferguson
3.1.1. (c) 214-3 16-6562 (w) 214-665-9708 (f) 214-665-9718
3.2. 6SF Readiness Team Lead OSC Craig Carroll
3.2.1. (c) 214-789-9653, (w) 214-665-2220, (f) 214-665-9718
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4. OPS Center
4.1. Helpdesk Support
4.1.1 Helpdesk (SAIC- 214-665-6437)
4.1.2 SAIC is the Region VI Support for IT needs such as Active Directory, Shared
Drives, Software, and Telecom.
4.2. Workstations
4.2.1. 8 Workstation locations are available on the OPS floor. Each workstation has
telecommunications, EPA intranet via Ethernet and wireless access, and public
internet via Ethernet and wireless access.
4.2.2. Each workstation contains a POD for Telecom and Ethernet access, as well as
a monitor for use as a second video screen which is routable to other monitor
locations throughout the EOC using the X-Panel Application.
4.3. Laptops
4.3.1. Each EPA employee has been issued a
Panasonic Tough Book CF-74 laptop
computer. Each laptop has the same image
which is managed by the EOC lead IT support
personnel using Norton Ghost software.
4.3.2. The Toughbook CF 74 features an
Intel®Core™ Duo Processor T2400, 2MB L2
cache and 128MB Video RAM. This model
also boasts a 13.3" (XGA) daylight-readable
touchscreen, ethernetNIC 10/100/1000
capabilities, a 56K Modem, a DVD/CDRW
drive, and the WIN XP Pro Service Pack 3,
along with other features.
4.4. Lotus Domino Email
4.4.1. All EPA personnel have access to the agency email infrastructure. Extra
email boxes are usually created during an incident for each of the incident's
command and general staff positions to better facilitate the EPA's record keeping
responsibilities.
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4.4.2. Management of the email system is the responsibility of the Region 6
Management Division and support which is addressed through the Region 6
Helpdesk at EXT: 5-6437 or 214-665-6437.
5. Network Infrastructure
5.1. PODS
5.1.1. Each workstation throughout the EOC has its own
POD which is labeled with a "POD" number. Each
numbered POD then corresponds with a "POD" number on
a panel mounted in the rack located in the control room.
5.1.2. Each POD is embedded with a series of colored RJ45
jacks which corresponds with the color on the panel in the
rack. (See Appendix A)
5.1.3. The telecommunications port in the POD is always the black RJ45 jack.
5.2. Printers and Fax
5.2.1. There are several printers located throughout the EOC which all have Local
Area Network Access. (See Appendix B for IP Addresses)
5.2.2. There is one (1) FAX machine available in the R6EOC. The Direct Inward
Dialing (DID) number is 214-665-9718.
5.3. Ethernet Local Area network (LAN)
5.3.1. EPA personnel staffing the R6EOC will have Ethernet access to the EPA's
backbone.
5.3.2. They will also have access to a backup connection to the Internet, in case the
primary connection fails, through a DSL circuit.
5.3.3. Non-EPA personnel working collaboratively in the R6EOC will only have
Internet access through the backup connection.
5.4. Wireless Local Area Network (WLAN)
5.4.1. Region 6 has successfully deployed Wireless Local Area Network (WLAN)
infrastructures in the R6EOC to support data communications. All devices
connected to US EPA Region6 wireless networks are required to support Wi-Fi
Protected Access Pre-shared key (WPA-PSK).
5.4.2. Most computers and network ready devices on the market today support
802.11 standards and are therefore considered interoperable. WLAN connections
are deployed for both primary EPA and backup Internet connections.
(See Appendix C for Wi-Fi Info)
6. Telecommunications and Video Teleconferencing (VTC)
6.1. Voicemail
6.1.1. Each digital phone has voicemail except for the eight (8) workstations in the
main EOC work area. Calls to the main work area will rollover to the next line
when the phone system receives a "Busy Signal" until the phone system gets a
"Ring, No Answer." Then the call is sent to a common voicemail box at a virtual
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extension of 5-9716. This common voicemail box is checked periodically by the
phone duty officer.
6.2. Private Branch Exchange (PBX)
6.2.1. The R6EOC has digital phone service to each of the eight workstations
(5-9701 to 5-9708), the phone duty office (5-9709), the EOC Manager's office
(5-2220), the large conference room (5-9711) and the small conference room (5-
9714). Additional phones can be provisioned during business hours by calling the
Region6 Helpdesk at 5-6437 or 214-665-6437.
6.3. Regional Voice Conference Bridge
6.3.1. Reservations for the regional teleconference bridge can be made by calling the
regional Helpdesk at x6437 or 214-665-6437.
6.4. The Teleconferencing Center8M
6.4.1. The EPA maintains a teleconference bridge subscription to Reservationless-
PlusSM. Accounts and conference cards can be obtained with a manager's email
request to Robbye Bond at Bond.Robbve@epa.gov. www.teleconferencingcenter.com
6.5. Blackberry
6.5.1. The EPA has an enterprise system in place utilizing a group of BlackBerry
Enterprise Servers which relay mail from a user's Lotus Domino mail database to a
BlackBerry Smartphone. Each OSC and team leader is to be issued a BlackBerry
Smartphone with adequate service.
6.6. Video Conference
6.6.1. The R6EOC has one (1) Polycom (See Appendix D for Polycom User Guide)
video teleconference unit which can be used in either conference room. The unit is
connected to both ISDN (384Kbps) and IP networks for redundancy. The phone
number of the unit is 214-665-9721.
6.6.2. Scheduling is coordinated by the Emergency Readiness Team Administrative
Assistant and requires the reservation of one of the conference rooms.
6.6.3. The EPA maintains a network of VTC units throughout all of the regions and
HQ. A list of numbers is maintained by ECS, Inc. contractors in RTP, NC. The
complete directory is located at: httŁ ://intranet.epa. gov/otop/currentfvservices/nb/codecvsa.pdf
6.7. Secure Voice
6.7.1. Secure Terminal Equipment (STE-III) is available in the Sensitive
Compartmented Information Facility (SCIF) inside the R6EOC. Maintenance:
Monthly STE phone check. Contact Ronald Barefield at 410-674-6055
6.8. Secure Facsimile (FAX) Gateway
6.8.1. Secure FAX service is available in the Sensitive Compartmented Information
Facility (SCIF) inside the R6EOC.
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7. Video Display
7.1. Broadcast Video
7.1.1. Open Source Intelligence (OSINT) is an intelligence gathering discipline that
involves collecting information from open sources and analyzing it to produce
usable intelligence. Broadcast video is an essential source of OSINT which is
monitored by response personnel during an incident. The R6EOC video distribution
system is capable of displaying XGA (1024x768) output from computers at thirteen
(13) different workstation locations as well as Cable TV.
7.2. Wireless Headsets
7.2.1. There are wireless headsets available for individual listening to the TV
receivers throughout the EOC. Each television receiver's audio is transmitted on its
own channel/frequency throughout the EOC. Each headset can be tuned to any one
of the 5 receivers in the EOC. (See Appendix E Headset Freq. assignments)
7.3. Cable TV (CATV)
7.3.1. There are ten (10) displays in the R6EOC which are capable of projecting
CATV channels. Basic cable service is currently provided by Time Warner and
includes all of the major news stations as well as local Dallas channels.
7.4. X-Panel
7.4.1. X-Panel is simulation software of the Crestron Touch Panel which is used to
control the Audio, Video, and Lighting in the EOC.
7.4.2. X-Panel is installed on all Laptops and is part of the Norton Ghost image
which is maintained by the EOC Lead IT Support.
(See Appendix F for Crestron Controler Guide)
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Appendix A
POD Identification of Data and Telecommunication Ports
~ POD Identification
> Port Number
Color Coded Port
Fig. 1 (Floor Panel)
Port Color
Red
Blue
Green
Orange
Black
Use
Data 1
Data 2
Data 3
Data 4
Data 5
Telecom 1
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Appendix B
Printer IP Addressing Scheme
IPADDRESS
204.46.226.12
204.46.226.13
204.46.226.11
204.46.226.16
204.46.226.17
204.46.226.22
DNS_NAME
hplj 81 OOdn. r06. epa.gov
hplj-8000.r06.epa.gov
r6aprrc 1 .r06.epa.gov
r6crestron.r06.epa.gov
designjetl055cm.r06.epa.gov
r6polycom-vtc.r06.epa. gov
MACADDRESS
00:30:cl:cl:le:2e
00:60:b0:6d:3f:6f
00:0f:8f:da:46:6b
00:10:71:00x14:41
()():() l:e6:81:78:78
DEVICEDESCRIPTION
REOC HPLJ 8100dn
Readiness HPLJ 8000
Cisco 1200 R6APRRC1
Crestron Pro2 Audio/Video
Controller
REOC DesignJet 1055cm Plus
REOC Polycom VTC
EOBAV
Readiness
Team Area
EPA Access PT
Plotter
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US EPA Region6
EmergencyOperations Center SOP
Appendix C
WiFi Network Access
R6EOC
DHCP
WPA =|
ESSID = R6APRRC1
R6EOC Backup
DHCP
ESSID = R6APRRCx
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Appendix D
Quick Start Guide
* POLYCOM8
Video Conference Bridge
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Appendix D Cont.
How do I Answer / Make / End a Video Call?
Answering a Video Call
1. Press Call-Hang Up button on the remote control.
Eliding a Video Call
1. Press Call-Hang Up button on the remote control,
2. Using the remote select Disconnect Video Call from TV display.
Placing a Video Call
Entering a Name or Number
1. Using the remote select Video Call from the TV display.
2. Enter the ISDN number, system name, or IP address. To enter text, press the * button on the remote control to
access the onscreen keyboard.
3. Enter a second ISDN number, if necessary.
4. Select the call type to ISDN.
5. Select the call speed to either 128. 256. 384, 512, 768, 1024. or 1472.
6. Press Call-Hang Up on the remote control to make the call.
Using the Address Book
1. Using the remote select Address Book from the TV display menu.
2. Use the arrow buttons to scroll through the names of the speed dial list of numbers you want to call.
3. Press Call-Hang Up on the remote control to make the call.
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EmergencyOperations Center SOP
Appendix D Cont.
Buttons you need with Remote Control
Navigate through
menus
Confirm selection
Return to Main (home) ,
Mute sound
Zoom the camera
Toggle between far-
site cameras
Display the onscreen
kevhoarrl so von can enter
Enter numbers
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US EPA Region6
EmergencyOperations Center SOP
Appendix E
Wireless Headsets used for TV listening
How do I listen to TVs with wireless headset?
Step 41. Find the wireless headsets. It is located in the desk drawer in REOC operations room. See picture
below of what wireless headsets look like.
Step #2. Make sure wireless headsets have good batteries and a ear phones plugged into them.
Step #3. Figure out which screen you are trying to listen to (i.e. Left projection screen. Right projection
screen, TV #1, TV #2. or TV #3). NOTE: There are onlv five wireless presets corresponding to the five
different screens in the REOC operations room.
Step #4. Check the bottom right or left of the screen for the frequency preset number. See picture below for
example. The chart below has the frequency listed with the corresponding screen, frequency. and preset
button on wireless headset.
Screen
Frequency
Preset on Wireless Headset
Left Projection Screen in REOC
72.1
Ml
Right Projection Screen in REOC
72.5
M2
TV #1 in REOC
72.9
M3
TV #2 in REOC
75.3
M4
TV #3 in REOC
75.9
M5
Step #5. Turn on wireless headset and choose which preset frequency you want to listen to by pressing
buttons Ml through M5.
FINISHED
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US EPA Region6
EmergencyOperations Center SOP
Appendix F
REOC Crestron Controller
Quick Start Guide
— *
i
i
1
P
SHO'/JN WITH OPTIONAL DOCKING STA'
What can I operate with this controller?
A Lights
A Wireless Headsets
A Computer displays on TVs or projection screens
A DVD & VCR player
A PA Microphone
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EmergencyOperations Center SOP
Appendix F Cont.
Is the Crestron Controller On?
* Push "POWER" button on left side of controller. A green light indicator will be visible when the
controller is ON. A Touch Screen display will show floor plan layout of REOC (See Diagrams
Below).
Green Light
indicator
Power Button
Of Machine
SHOWN WITH OPTIONS!. DOCKING gTftTIQN
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US EPA Region6
EmergencyOperations Center SOP
Appendix F Cont.
How do I operate the crestron controller from my computer?
Step #1 Make sure you are connected the internet (inside EPA Firewall).
Step #2 Click on icon labeled 'REOC Crestron X Panel' on your computer desktop.
Step #3 Type in password (call Ken Ferguson, IT support) with your mouse and then click enter.
Step #4 If password is correct the floor plan will be displayed.
FTTVSHF.T)
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US EPA Region6
EmergencyOperations Center SOP
Appendix F Cont.
How to plug in vour computer to a monitor cable.
• To display your computer on any of the screens (TVs or Projection Screens) in the REOC you must have it
plugged into one of the available monitor cables found in the room which are labeled (i.e. Monitor Cable
Workstation #6).
Step #1 Find monitor cable. Step #2
Plug monitor cable into back of computer.
Look for this symbol 11 1 I on the back of your
computer for the plug. I' ' I
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Appendix F Cont.
How do I display my computer on the large projection screens?
• First innke sure vour computer is plugged into a monitor cable found in the room you are in (e.g. Operations
Center - at workstations #1 thru #8, in the REOC). For instructions see page 3 of this guide.
• From the floor plan display on the touch screen.
Step #1. Touch "Left Projector" icon.
Step #2. Is the projection machine On? If not. then touch "On" icon to turn projector On.
Step #3. Touch "RRC" #1" button.
FINISHED
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US EPA Region6
EmergencyOperations Center SOP
Appendix F Cont.
How to tlisplav mv computer screen on TV (i.e. TV #1)?
• First inake sure vour computer is plugged into a monitor cable found in the room you are in (i.e. Operations
Center - at workstations #1 thru #8. in the REOC).
• From the floor plan display on the touch screen.
Step #2. Touch "More Controls" icon.
Step #3. Is the TV on? If not. then touch "Power" to turn the TV on. A green light on the TV means TV is
On. A red light means the TV is Off,
Step #4. Look at TV. Wait a moment. Check TV screen to see if TV display is set to -'PC". If not. continue
to press "Input" icon until "PC" setting is displayed on TV.
Step #5. Where is my computer workstation at? (i.e. I am sitting at workstation #5 ) Touch "RRC #5" icon.
FINISHED
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US EPA Region6
EmergencyOperations Center SOP
Appendix F Cont.
How do I nlav a D\D or N C R tape on a TV or the Projection Screen?
Step #1 Go to the 'Rack Room' which is located behind the large projection screens in the REOC. Room is
locked to control access. For access please visit REOC IT Support Contractor or EPA SEE Employee Don
Markham.
Step #2 Find the DVD player or VCR player and make sure power is On, DVD player will have a
'welcome' message on the display if power is On and VCR player will have a green light indicator displayed
when power is On.
Step #3 Insert DVD or VCR tape into the appropriate machine.
Step U4 To display on TV follow example on page x or for the Projection Screen on page y.
Step 45 Touch either the "Main Rack in VCR" icon or the "Main Rack in DVD" icon.
FINISHED
Step r?5
~ w
D-V.D_Rla.yer_
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US EPA Region6
EmergencyOperations Center SOP
Appendix F Cont.
How do I use the wireless PA microphone?
Step #1. Find the wireless microphone. It is located in the desk drawer in RJEOC operations room. See
picture below of what the microphone looks like.
• From the floor plan display on the touch screen
Step #2. Touch the "RRC Volume Controls" icon.
Step #3. Touch the "Wireless Mic Only" icon.
Step #4. Touch the icon with the picture of the speaker
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US EPA Region6
EmergencyOperations Center SOP
Appendix F Cont.
How do I turn lights On and Off?
• From the floor plan display 011 the touch screen
Step #1. Touch the "Lights"1 icon.
Step #2. Touch either the "Off or "HIGH" or "Standard LOW" or "Standard HIGH" or "FULL" icons for
the different lighting modes. Note: The best lighting mode for extended hours of work is the "Standard
LOW" mode.
FINISHED
Step #1 Step 32
located at the comers of the room.
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