Groove P2P System Assists Hurricane Relief

Case study: Florida enlists Groove Networks in a bid to better manage disaster response.

The havoc that Hurricane Katrina wreaked on the Gulf Coast this summer brought national attention to the myriad challenges of coordinating local, state, federal, nonprofit and private disaster recovery efforts.

Florida, the state that has known more hurricanes on a first-name basis than all other states combined, is all too familiar with the challenges these disasters present.

Consider last years devastating hurricane season, in which Florida was battered by four major hurricanes within a six-week period.

In its aftermath, the Florida Division of Emergency Management, which spearheads the states disaster preparedness and recovery efforts, decided it needed to improve the way information was collected and shared among the different entities involved in emergency relief efforts.

FDEM wanted to provide a clear, common operating picture for its staff and partner network, which includes nearly 70 county-level organizations as well as hundreds of state, federal, nonprofit and private organizations during emergencies, to ensure that it allocated the right resources to the right areas at the right time.

With the help of Groove Networks Inc., the peer-to-peer collaboration software company founded by Lotus Notes creator Ray Ozzie and recently acquired by Microsoft Corp., and Grooves partner, systems integrator CH2M Hill, FDEM last spring started implementing a collaborative emergency management system based on Groove Virtual Office software and services.

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FDEM Director Craig Fugate said he had been following the development of Grooves software with keen interest since 2001. "I first saw it as a tool to enhance conference calls, but the early versions werent there yet," said Fugate in Tallahassee.

Conference calls may be an easy task for many businesses, but coordinating a disaster plan across the entire state of Florida can include hundreds of representatives on a single phone call. Conducting roll call alone among these parties was laborious, and there was no easy way for the parties to share mission-critical data such as charts and maps, Fugate said.

"By 2003, I had run some experiments with Groove, but before we could get it implemented, we had the 2004 hurricanes," he said. "When youre going in with that kind of situation, you need proven things people are used to, so we had to put Groove on the back burner."

"After the storms, we did after-action reports, and one of the biggest complaints was a lack of a common operating picture," Fugate said.

That was when Fugate turned to Groove, of Beverly, Mass., to implement Groove Virtual Office, P2P desktop collaboration software that lets users share information in work spaces. In turn, Groove recruited Denver-based CH2M Hill to come on board. ("CH2M" is derived from the initials of the companys founders; "Hill" comes from the name of the company it merged with.)

Instead of rolling out Groove Virtual Office in its full capacity at the outset, FDEM decided to take a grass-roots approach. "We decided to take the virus approach and infect users with a new product," Fugate said.

Groove and CH2M Hill spent eight weeks in Tallahassee with FDEM and spoke to local, county and state officials to understand how all the agencies operate and work together.

During the next several months, the team developed a prototype of the emergency management system based on Groove Virtual Office software and services, said Greg Quirk, vice president of channels for CH2M Hills Communication and Information Solutions Group.

CH2M Hill helped FDEM develop a collaborative emergency management application using the Groove Forms tool, according to Quirk. The application, EM Constellation, supports incident management and information gathering and sharing among state and county groups during disaster response.

"We built an application with CH2M Hill that allowed us to put information in forms with information from the counties, so we didnt have to read individual messages," Fugate said. "We created a heading for each county, with a color code, allowing us to quickly see that information and to make sure that everyone is seeing the same thing."

For example, color codes are used to mark whether counties have water pressure or whether they have sufficient water pressure for firefighting but not water that is safe to drink.

This enables FDEM to quickly assess where it needs to deploy resources. "I can look at 40 counties to see if were making progress. I dont need to read a bunch of situation reports," Fugate said.

Next Page: The challenges of swift and broad deployment.