Hazmat Incident Management System
Singapore Civil Defence Force
Singapore

The Problem

New Security Environment
In the new security environment, with the increasing number of bombing incidents around the world, no country including Singapore can take safety for granted. Bombing incidents can cause the loss of human lives as well as damage to assets and infrastructure. There is also a clear and present danger of terriorists using non-conventional weapons, e.g. Chemical Warfare Agents (CWAs) and Toxic Industrial Chemicals (TICs) to inflict maximum physical, psychological and economic damage on their targets. In particular, ‘Dirty Bombs’ could be produced. A ‘Dirty Bomb’ is a conventional explosive packed with radioactive material that scatters across a wide area when the bomb goes off. It kills/injures through the initial blast of the conventional explosive and by the airborne radiation and contamination.

A Hazmat incident must be mitigated promptly, so as to minimise physical deaths and injuries, and to return to normalcy quickly, and to minimise long term social and economic impacts to the country.

Hazmat Incident Management System (HIMS)
During the management of a Hazmat incident, decisions must be based on rational and quantitative information with emphasis on site-specific circumstances and credible extrapolation of possible consequences. The speed and effectiveness of mitigation is dependent on the swift provision of timely and accurate information coupled with appropriate decision-making tools.

Prior to the implementation of HIMS, it was a daunting task to gather and manage disparate sources of information. For instance, Hazmat sensor readings have to be collected from the sensors deployed all over the incident site, the plume models were generated from a standalone plume modeling software, and critical weather information which affects the spread of Hazmat came from the Meteorological Station. Furthermore, having only two-dimensional outdoor plume modeling proved to be a severe limitation for the facilitation of decision-making, especially in Singapore’s urban landscape covered with tall buildings everywhere.

At the incident site, front line responders depended on voice communications to update commanders on what is happening inside the hot zone. Multiple interpretations and translations of the ambiguous verbal updates further added to the inaccuracy of the situational picture. Also, effective coordination and communications depends on the availability of a functional communications infrastructure, which is often lacking in disaster-struck areas. This will severely hinder rescue operations.

It was also very challenging to provide timely information supporting critical decision-making due to the long time required to process and analyse all the relevant data. After the gathered data has been processed and analysed, the next difficulty was the dissemination and sharing of information with responders and related agencies. There was no common platform accessible to all the responders and related agencies.

To produce such critical information and analysis during the crisis for effective incident management, SCDF recognised the need for the implementation of a robust system to provide prompt specialist advice and support to ground commanders and units during the management of HazMat incidents, and to enable the decision makers to make timely decisions by providing a comprehensive situation picture quickly.

What were the key benefits resulting from the initiative? (the solution)
In no more than 500 words, summarize the achievement(s) implemented; how the impact was measured, quantitatively and qualitatively, and who benefited from it.
Please note that the summary should be in narrative, not point form.

Solution and Key Benefits

 What is the initiative about? (the solution)
HIMS allows SCDF to better plan, assess, respond to, monitor and manage Hazmat incidents. Chemical sensor data are transmitted instantaneously from the ground for real-time plume generation. HIMS is also interfaced to other Operations support systems for data sharing and information dissemination, such as the SCDF Crisis Information Management System (CIMS) which manages major SCDF incidents and also the SCDF C3 Systems.

HIMS also provided relevant information in real-time to allow officers to make better decisions. While it may not seem difficult to transmit video streams, the real challenge comes from SCDF’s operating environment. Very often, existing communications infrastructures at a disaster struck area are destroyed. Furthermore, SCDF responders are expected to work indoors and even under collapsed structures. All these factors contribute to the difficulty in live wireless video transmission. However, the project has implemented an ad-hoc based mesh network which is portable and easily deployable and independent of public networks.

HIMS is integrated with plume modelling software to generate plume models on GIS maps. The team has taken a bold step forward by integrating the software with sensor information, and incorporating plume refinement. Another bolder step forward is the incorporation of 3D environment for easy visualisation.

HIMS is integrated with sensors to generate better situational pictures by providing sensor data management using sensor interface boxes and sensor software agents. The system is able to obtain real-time sensor readings from the portable sensors, even though each sensor/detector is made by a different manufacturer and they do not share a common interface. Also, the extracted sensor readings need to be sent securely to HIMS. As incidents can occur anywhere, a reliable transport mechanism is required to send sensor readings to HIMS from every corner of Singapore.

Information sharing and collaboration is made possible with the seamless integration with several SCDF systems. In particular, the same visualisation application, eGIS was re-used in the SCDF CIMS so that cost-effectiveness could be achieved. Moreover, with the same visualisation tool, users are presented with the same data and look and feel.

The innovative use of the Sensor Interface Boxes has allowed SCDF to centrally and remotely monitor all the detectors deployed for any incident. Near real-time wireless transmission of sensor readings back to the HIMS server has also allowed plume refinement to be done effortlessly, which in turn facilitates better incident management. One critical use of the enhanced plume model is to alert members of public to take cover and conduct In-place protection before a hazardous plume reaches them, leading to more lives saved in the process.

HIMS creats a high-speed, broadband incident management solution that provides streaming video and command post collaboration. Armed with near real-time situational pictures from the risk area, the incident commander is empowered to make more informed decisions, minimizing the loss of lives and damage to properties with more efficient mitigation of the incident.

HIMS is truly the World’s first real time sensors data Integrated Predictive chemical plume modelling System in the two and three-dimensional environment.

Actors and Stakeholders

 Who proposed the solution, who implemented it and who were the stakeholders?
HIMS was conceptualized and proposed by SCDF Hazmat Department (User Department) led by Director LTC Teong How Hwa and supported by CPT Lau Ee Ling, Staff Officer(Radiological Threat).

The technical team consisted of project officers from SCDF Technology Department led by Director Mr Jeganathan Ramasamy, supported by LTC Leow Chew Hong, Assistant Director (Plans and Policies) and CPT Chai Sheng Hau, Senior Staff Officer Systems Development. The role of the project office is to project management, act as a liaison with other external government agencies and contractors. As in this case, the project leverages on a relay server sited at the Singapore Government Data Centre (GDC) in the De-militarized Zone (DMZ) to transfer sensors data from 3G public transmission network into the secured government network. The project team facilitated the discussions with GDC and other hosting service vendors to arrive at the final solution that meets operational needs i.e. secured transfer of near real-time sensor data into the HIMS Servers. As this is a multi-vendors implementation, the project team is crucial in integrating the vendors’ services seamlessly together. The project team also manages the project budget and implementation schedule.

The solution was also shaped with valuable operational puts from the ground, e.g. Fire Station Commanders, SCDF’s training establishment - Civil Defence Academy officers in the area of training to propagate the knowledge of operating the school throughout SCDF.

The system is implemented by several key external partners and vendors.

ST Electronics (Info-Software Systems) Pte Ltd (ST-ISS) developed the System Developer and Integrator for the Incident Management Module (IMM), customized to provide an enterprise intelligent knowledge fusion and visualization interface for commanders and responders to access both real-time situational information as well as archived factual data. ST Electronics also developed the Future Responder System (FRS) Module, a pilot development of wearable portable hardware, which is small enough to be worn and integrated with the responder’s protective gear.

National Computer Systems (NCS) Ltd is the System Implementator for Integrated Hazmat Database (IHD), which leveraged on the search engine called Autonomy. An internet portal was also developed for licensed companies to update their HazMat inventory levels online, so that SCDF would be equipped with information on the most current HazMat inventory a company has at any point of time.

The Defence Science and Technology Agency (DSTA) provided the Technical Consultancy and is also the System Integrator for the SCDF Enterprise Geographical Information System (eGIS) which is on ESRI platform.

Hindustan Computers Limited (HCL) Technologies is the System Integrator for the Live Inventory Portal, Transportation Emergency Response Plans, Emergency Response Plans System.

G Element Pte Ltd built the 3D Building Models which are used for the 3D indoor plume modeling, as well as displayed on the Geographical Information System for better visualization of the incident.

Various Chemical Sensor and Sensor System Suppliers also contributed greatly in helping to integrate the sensors/detectors with HIMS.

(a) Strategies

 Describe how and when the initiative was implemented by answering these questions
 a.      What were the strategies used to implement the initiative? In no more than 500 words, provide a summary of the main objectives and strategies of the initiative, how they were established and by whom.
Paradigm Shift in Thinking
Contrary to traditional two-dimensional predictive modelling systems, HIMS encompasses three-dimensional predictive modelling, one of its kind in the world. The project members were creative in thinking out-of-the-box, yet pragmatic visionaries. Carefully thought through requirements were implemented with intuitive designs, so that learning curves for users could be kept short. For example, careful considerations were given to indicating the point of source of release in the 3D space.

End Users’ Strong Involvement
The end users were actively engaged from the initiation of the project. Strong involvement from the users – especially during the requirements gathering phase – ensured that the end product caters to the users’ needs. Furthermore, incorporating user inputs increase user ownership of the system. Managing user expectations was very critical to avoid disappointing users whose requested features were not included in the final system. During system development, users were also involved to refine their earlier requirements. Looking at prototypes enable users to better articulate their requirements, instead of trying to verbally describe complex features.

Senior Management’s Support
Executive support and engagement were equally important. There were frequent project updates to the Senior Management for their guidance and endorsement of the proposed implementation approaches. This improved users’ morale and further promoted user ownership of the system.

Strong leadership displayed by the Project Working Group
As the project involves multiple vendors, strong leadership was displayed. The complex HIMS was implemented in merely 13 months. Strong program management with weekly Project Working Group (PWG) meetings as well as a decisive PWG ensured issues raised were resolved quickly and risks were mitigated appropriately.

Users’ Internalisation
SCDF conducted various briefing sessions to the divisions throughout the implementation. By communicating the process changes gradually, end users will have sufficient time to internalise the information. At the same time, direct channels were established to answer any queries or concerns which the users may have.
Towards the completion of the system, a comprehensive training programme was also put in place to ensure that intended users are proficient in HIMS. This includes the initial training and also the regular refresher courses throughout the year. Simulation exercises were also conducted to provide the end users with realistic environment/scenario to familiarise themselves with the new system and work processes.

Institution
After the commissioning of HIMS, trainings were conducted for users and built into their daily routines (drills and exercises) so that users are conversant, confident in using the system. Policies and Standard Operating Procedures were also amended to institutionise the system forcewide.

Regular Reporting and review of Results
Monthly Progress reports were also submitted by the PWG to senior management to track the status of the project. Interim reports were also given to higher HQ, Ministry of Home Affairs, and the Ministry of Finance to track the status and interim results of the implementation. Interim reports on comparison of actual achieved results and potential targets and benefits were also made, so that the realisation of tangible and intangible benefits could be better achieved.

(b) Implementation

 b.      What were the key development and implementation steps and the chronology? No more than 500 words
Sep 05 – Feb 06 Drafting of Tender Specs, Approval of Tender Specs, Calling of Tender, Evaluation and award of Tender
Mar 06 – Mar 06 System Design Reviews
Mar 06 – Mar 07 System Development, OSAT, System Deployment
Mar 07 – Jun 08 Reliability Testing and Warranty Period

(c) Overcoming Obstacles

 c.      What were the main obstacles encountered? How were they overcome? No more than 500 words
One of the main obstacles encountered is ensuring the security of sensor readings which will be sent wirelessly back to HIMS server. Wireless data can be easily intercepted over the air, so strong encryption was applied to the data to prevent any unauthorized access to classified information. The system is also audited regularly to ensure conformance to the government system security policies.

The evolutionary nature of Hazmat Operations brought about constantly changing requirements and expectations of HIMS. This significantly increased the difficulty of project management. To ensure that the end product fulfills the needs of the user requirements, users were actively engaged in every stage of the development to constantly validate the system.

Integration with Hazmat sensor Interfaces and external systems are two other major obstacles that needed to be overcome. The unavailability of interface documentation for sensors was overcome by reverse engineering and a significant amount of trial and error. As each hazmat sensor/detector has a unique proprietary connector and interface, it is a great challenge to interface to all of them. Customised SIBs were built by ST-ISS for this purpose, along with adapter cables for each of the connector types. The SIB is able to recognise the connected sensor type by interpreting the header packets. Raw sensor readings are encoded into XML and encrypted before sending to the HIMS relay server using GPRS. The SIB also has a built-in GPS which allows its location to be plotted on a GIS map together with the sensor readings. Each SIB can be connected to three sensors at one time. At the moment, the SIB has interfaces with eight types of hazmat sensors. There is a need to interface HIMS with the other Operational support systems to fully realise its potential as an incident management system. Instead of linking external systems individually and directly to HIMS, an Operations Data Exchange was developed. Using ODEX, any operation systems which needs to share data with HIMS can do so by linking up with ODEX. This eliminates the need to interface directly with HIMS. Leveraging on ODEX, CIMS and DMGX are sharing incident information with HIMS, while eGIS is sharing spatial information with HIMS. Furthermore, ODEX has positioned as a common data exchange for SCDF systems, and is used to support data exchanges between various systems.

Another challenging aspect of the project is the development and implementation of the plume refinement technique using sensor readings and weather information. As this technique is not mature at the moment, a lot of research, testing and validation had to be performed.

Limited Bandwidth (3G remote access = 1.8Mbps) posed a great challenge when the project team was trying to transmit images and the plume models from the server to the end-user terminals. This was eventually overcome by data compression and having a priority queue for data to be transmitted.

With proper planning and monitoring, the project was completed on schedule and within budget.

(d) Use of Resources

 d.      What resources were used for the initiative and what were its key benefits? In no more than 500 words, specify what were the financial, technical and human resources’ costs associated with this initiative. Describe how resources were mobilized
The entire project cost around $8 mils.

Ops users (Hazmat Dept and Fire Station personnel) were actively engaged during the requirements gathering face and also during system validation and walkthrough at each key milestone.

Project Manager (Technology Dept) ensures that project meets user requirements and delivered on schedule and within budget.

DSTA as the project technical consultant provided expert advise on the system architecture and information management.

ST-ISS as the key System Integrator ensures proper implementation of the system and interface with other related systems.

Sustainability and Transferability

  Is the initiative sustainable and transferable?
Within SCDF
A comprehensive training programme was put in place to ensure that intended users are proficient in HIMS. This includes the initial training and also the regular refresher courses throughout the year. During regular and also ad-hoc fire station audits, responders were also tested on the usage of HIMS through mock-ups and scenarios.

Simulation exercises were also conducted to provide the end users with realistic environment/scenario to familiarise themselves with the new system and work processes.

After the commissioning of the System, trainings were conducted for all users and built into their daily routines, i.e. drills and exercises so that users are conversant, confident in using the system.

Doctrines, Directives, Policies and Standard Operating Procedures (SOPs) were also amended in order to institutionise the system forcewide.

Local and Overseas
HIMS is also one of the systems that SCDF showcase to visitors both local and overseas when they visit SCDF, e.g. Qatar officials.

HIMS is also taught to both local and overseas course participants, e.g. International Urban Search and Rescue Course for China officials and the International Disaster Management Course participants by officials from Asia-Pacific, e.g. Vietnam, Malaysia, Philippines.

Lessons Learned

 What are the impact of your initiative and the lessons learned?
Strong IT and Business Alignment
Implementation of HIMS directly supports the SCDF’s mission: - ‘To protect and save lives and property for a safe and secure Singapore’. Being the World 1st real time sensors data Integrated Predictive chemical plume modelling System in the 2 and 3D environment is evident of the alignment to the SCDF’s vision of ‘To be a World Class organisation providing fire-fighting, rescue, and emergency ambulance services.’ HIMS is also aligned to the higher HQ, i.e. Ministry of Home Affairs’s mission: - ‘To make Singapore a safe and secure best home for our people

Cost-effective implementation
Cost has a significant bearing on the implementation of the project. SCDF is prudent in spending its funds. Solutions were explored in terms of technicality and cost. SCDF evaluated the various options by an Evaluation Committee that comprises both operational users and technical officers. The final solution and vendor was then chosen based on a matrix making up of factors, e.g. technical superiority, cost, company’s track records. In particular, existing applications were also reused for better synergy and more cost-saving.

Continuous System Testing
User Acceptance Test cannot be exhaustive as some operating conditions cannot be replicated in the test environment. Continuous usage and testing by different users should be conducted to uncover more bugs and errors even after UAT. Systematic logging of problems by the support team is crucial in helping to trace and rectify the root causes of problems.

Continuous Training
Continuous training of the system are provided to the users ( 4 times per year) to ensure that they are familiar with the system, as users do not have many chance of using the system with the low frequency of Hazmat incidents.

Continuous System Reviews
Along with the rapid advancement of information technology, HIMS terminals were constantly upgraded to facilitate faster system access and provide a higher level of reliability. Similarly, HIMS servers were also upgraded to provide a more pleasant and responsive user experience.

Contact Information

Institution Name:   Singapore Civil Defence Force
Institution Type:   Government Agency  
Contact Person:   Jeganathan Ramasamy
Title:   Director Technology Department  
Telephone/ Fax:   68483701
Institution's / Project's Website:   68483737
E-mail:   jega_rama@scdf.gov.sg  
Address:   91 Ubi Ave 4
Postal Code:   408827
City:  
State/Province:  
Country:   Singapore

          Go Back

Print friendly Page