[From the U.S. Government Printing Office, www.gpo.gov]
Forging New FederalState Partnerships Improving Oil Spill Information for Delaware Bay The Alternatives P" "0"'y "R H x" ;H,@ . . . . . . . . IN On June 24, 1989, the TIV Presidente Rivera produced an oil spill in Delaware Bay of 7,300 barrels of Number 6 oil. A cooperative project between: U.S. Department of Commerce National Oceanic and Atmospheric Administration and State of Delaware TD42 7 Department of Natural Resources and Environmental Control . P41:4 63 1994 This project was initiated at the request of the Delaware De- Origin and Purpose partment of Natural Resources and Environmental Control and Delaware Bay and River Cooperative to find a better way of determining resources at risk during an oil spill. NOAA was approached because of its experience in oil spill response, resource assessment, and information management. NOAA agreed to work with the State to provide a "blueprint" or "plan" specifying the necessary components for an oil spill informa- tion system and how it might be developed over several years. The result is three alternatives that will help the State to de- cide the level of resources it wants to apply to improve its oil spill information and information management capabilities. Acknowledgments The Project Team wishes to acknowledge the support and as- sistance of several individuals who contributed significantly to this report. Thomas LaPointe, Chief of NCIAA's Decision Support Systems Branch, provided significant insight into the alternatives presented in this report for developing an oil spill response information system. Daniel Basta, Chief of NOAA's Strategic Environmental Assessments Division, conceived the original approach to developing this report and provided on- going guidance and support. Robert Pavia, Chief of NCIAA's Scientific Support Coordination Branch, offered sound advise on the use and management of information during a spill based on his years of oil spill experience. Eugene Johnson, Presi- dent of the Delaware Bay and River Cooperative (a nonprofit oil spill response group financed through private oil compa- nies with facilities on Delaware Bay), provided partial fund- ing to NOAA for this project. Edwin Levine of NOAA's Haz- ardous Materials Response and Assessment Division provided the cover photo. Improving Oil Spill Information for Delaware Bay The Alternatives Project Team National Oceanic and Atmospheric Administration Strategic Environmental Assessments Division John Paul Tolson Michael Shelby Kim Keeter-Scott Hazardous Materials Response and Assessment Division Edwin Levine Steve Meador Delaware Department of Natural Resources and Environmental Control John Mohrman Bennett Anderson Jamie Bethard Genwest Systems John Murphy Jacqueline McGee Funded in part by: Delaware Bay and River Cooperative A-h May 1994 ikkmolfil W-@ LIBRARY NOAA/CCEH 1990 HOBSON AVE. CHAS, SC 29408-2623 Summary of the Alternatives Three alternatives characterized by different levels of personnel andfinancial resources have been developed to provide the State of Delaware with choices for building an automated oil spill response information systemfor the Delaware River and Bay. These alternatives, summarized below, are discussed in more detail in this report. 1 - Improved Data Management and Electronic Support This alternative would be implemented using existing State personnel who currently are dedi- cated to oil spill response. It features: Development of high priority map information Simple computer mapping Rolodex-"e software and information 2 Enhanced Predictability of Resources at Risk Alternative 2 would require: 1) a full-time information management specialist; 2) the realloca- tion of existing State personnel to the equivalent of a full-time employee to develop spill re- sponse information; and 3) the contractual services of a spill trajectory modeling specialist. It includes: All features of Alternative 1 Multi-layer electronic mapping Lap-top electronic map access in the field Simplified trajectory modeling for pre-spill planning Additional map information development 3 Real-time Logistics Management Alternative 3 would require between $100 and $200K per year for three years, as well as the staff resources in AltematiVE! 2 and small annual network maintenance contracts. It provides for: All features of Alternative 2 Remote access network capabilities during a spill Real-time information tracking Contents Page Introduction ....................................................................................................................... 2 Why is a Plan Necessary? ........................................................................................................................3 How was this Plan Developed? .............................................................................................................4 Delaware's Existing System ............................................................................................ 6 Delaware's Requirements ............................................................................................... 8 Information ................................................................................................................................................9 Information Management .......................................................................................................................9 The Alternatives ................................................................................................................ 14 Alternative 1 - Improved Data Management and Electronic Support ............................................. 16 Alternative 2 - Enhanced Predictability of Resources at Risk ............................................................ 20 Alternative 3 - Real-Time Logistics Management ................................................................................ 24 Implementation ................................................................................................................. 26 Concluding Comments .................................................................................................... 29 Introduction PENNSYLVANIA F -]Main Shipping Channel -]State Boundary Delaware River Mouth Miah Maull Range Chesapeake & Delaware NEW JERSEY Port Mahon Canal C F4 Big Stone Beach Anchorage, Delaware Bay Entran ce Smyrna River Bombay Hook Island 0 60 3 Delaware Bay DELAWARE Cape May Broadkill River 5 Cape Henlopen This map identifies the sites in Delaware Bay where tanker accidents are most likely to occur. In 1990, nearly 1,000 tankers, 23,000 tugs,, and 13,000 barges carrying crude oil and refined petroleum prod- ucts travelled the Delaware River and Bay. (Source: Ecological Consulting, Inc.; Computer Based Planning for Protectio-I i of Sensitive Delaware Bayshore Habitats from Oil Spill Impact; Portland, Oregon; November 1992) 2 Introduction This report provides the State of Delaware with alternativesfor The Plan developing an oil spill response information system for Dela- ware River and Bay. Spill responders require prompt informa- � IDENTIFIED all oil spill response tion concerning a spill to effectively conduct cleanup operations information and information and to prevent extreme economic and biological damage. The management requirements. spill response information system discussed in this report is tar- getedfor large spills, such as the 462,000 gallons of crude oilfrom � ESTABLISHED priorities among the T/V Grand Eagle grounding in 1986 or the 307,000 gallons of them. No. 6fuel oil from the TIV Presidente Rivera grounding in 1989. During a typical year since the T/V Presidente Rivera spill, the � ESTIMATED the level of effort State responds to about 12 vessel-related spills in Delaware Bay, required to develop the informa- each averaging about 6,000 gallons. U.S. Coast Guard statistics tion and information management for the period between the Grand Eagle and Presidente Rivera needs. spills indicate that about 1,000 spills occurred in Delaware River � DEVELOPED realistic alterna- and Bay, each averaging 150 gallons. tives of resource requirements to The State's objectives in developing an oil spill response infor- meet information and information mation system are to: 1) compile information supporting spill management needs. response into an automated system; and 2) generate paper cop- � BALANCED information needs ies of this information for use during an oil spill. Aspartofthe with resources available. Project Team, NOAA and Delaware's Department of Natural Re- sources and Environmental Control (DNREC) have developed a � IDENTIFIED specific projects and plan consisting of three alternatives (pages 14-25) to help meet tasks to meet immediate, mid- these objectives. Each alternative consists of a different mix of term, and long-term information information and information management capabilities based on and information management different levels of resource requirements. needs. Why is a Plan Necessary.? Today, developing information and the capacity to manage it efficiently consists of a complex set of tasks. Information and the technology to manage it are changing rapidly and are challenging to evaluate. Acquir- ing the wrong tools for information management or the wrong information can be costly. As a result, de- tailed planning and specification of system capabilities take on increasingly greater importance. Previously arcane, back-room discussions on such topics as data structure, data organization, and ease of system op- eration must now be considered by resource managers for the effective design and operation of information systems. This plan is a first step in the planning process for an oil spill information system. However, more detailed planning will be required. Delaware must make choices concerning the design and development of an oil spill information system from among: 1) many different types of information needed for effective spill response; 2) different ways to access and manage that information; and 3) the resources needed to develop some combination of both. With this plan, DNREC can balance its needs with its available resources and specify the appropriate mix of information and information management capabilities for development. Effective oil spill response requires significant amounts of information. Knowing the properties of spilled oil, removal options, the spill's trajectory, biological and human resources likely to be affected, availability of cleanup supplies, and how to contact industry and government officials are just some of the information required to effectively manage an oil spill. The ability to access and manage this information during a spill is a prime consideration for spill responders. In this plan, DNREC and NOAA have: 1) identified spill response information and information management requirements; 2) established priorities among them; 3) identified work tasks required to develop the information; and 4) estimated the effort required to accom- plish the work tasks. 3 Introduction How was this Plan Developed? The process for developing this plan consisted of: 1) identifying information requirements and establishing the priority of each; 2) defining the characteristics of existing or desired data that satisfied the information requirements; 3) defining the improvements required to the information content and form of existing data; 4) identifying work tasks to create the desired data or to improve existing data; and 5) recommending the mix of information content and management capabilities for different resource levels. Participants and their respective roles are noted on page 5. Understanding Information Needs. A three-day meeting with representatives from five divisions of DNREC was conducted in February 1993 to identify the data sets used in oil spill response. The result was a list of over 100 data sets. To make the task of evaluating them manageable, subsequent discussions focused on those data sets of highest priority to DNREC's Division of Air and Waste Management (DAWM), the unit responsible for spill response. Defining "Data Set." Throughout this project, the term "data set" was used to refer to a topic or theme of information. However, to simplify project deliberations, the definition was narrowed to refer to a set of information that can be portrayed on a map or organized into a spreadsheet. This means that narrative reports, diagrams, written procedures, guidelines, policy statements, and similar text-based information were not considered as data sets to be updated or developed. This reduced the number of data sets to be characterized and evaluated to 63. Characterizing Information. DAWM personnel completed three questionnaires (Appendix A) to charac- terize data sets necessary for spill response and specified the desired improvements to their information content, form, and management capabilities. More detailed discussions of desired improvements were conducted at later meetings to supplement and clarify the information provided on the questionnaires. Assessing Resource Requirements. Eighteen work tasks (Appendix B) were identified to develop or im- prove the content of an existing data set or create a new data set. Each data set was evaluated to estimate the work tasks and level of effort required to develop a consistent electronic version of each data set. These estimates, along with estimates on the level of effort for developing the capabilities, are the basis for the information content and management capabilities recommended under the three alternatives presented in this report. 4 Introduction Participants and their Roles The Strategic Environmental Assessments Division and the Hazardous Material Re- sponse and Assessment Division, Office of Ocean Resources Conservation and As- sessment, NOAA � Designed the project � Organized and conducted meetings to identify desired information and informa- tion management capabilities � Analyzed work tasks required to develop the desired information content � Identified and recommended the data sets and information management capa- bilities that could be developed under different alternatives of resource availabil- ity � Co-authored final report Delaware Department of Natural Resources and Environmental Control, Division of Air and Waste Management � Identified information and information management capabilities � Set priorities for information � Characterized information sources and specified desired improvements to con- tent, form, and information management capabilities of existing data used for spill response � Co-authored final report Delaware Bay and River Cooperative Provided partial funding to NOAA to conduct the work 5 Delaware's Existing System 1V I 'y Ph The Delaware Oil Spill Response Contingency Plan, Environmental Sensitivity Index (ESI) maps, the Dela- ware Bayand River Cooperative Oil Spill Response Plan, and the Shoreline Countermeasures Manual are some of the sources currently used by Delaware oil spill responders during oil spill cleanup operations 6 Delaware's Existing System State responsibilityfor oil spill cleanup resides with DAWWs Environmental Response Branch (ERB). Six individuals staff the ERB, but personnel from all five divisions of DNREC are available for significant spills. During a spill event, ERB relies on basic spill management information provided in the Delaware Oil Spill Response Contingency Plan. However, the plan does not provide information on resources at risk or shoreline spill management control. For this type of information, ERB must consult and coordinate with the divisions of DNREC or consult other information sources, Oil Spill Response Contingency Plan The Delaware Oil Spill Response Contingency Plan (hereafter, referred to as "the Contingency Plan") is the primary information source for State oil spill responders. It provides 50 appendices including: lists of contacts to notify during a spill; oil removal contractors; tide gates; archeological sites; water intakes; and other information required for logistical support during a spill. Most of this information is in a large spiral- bound notebook and in spreadsheet data files. Also in the Contingency Plan are paper copies of topo- graphic maps marked by hand with important features. Although a very important information source for spill responders, these appendices and maps need to be updated regularly. Adding other information such as species and habitat distributions, shoreline types, and boom locations to maps would greatly enhance the ability of Delaware's oil spill responders to judge the resources at risk during a spill. Intra-agency Coordination Most natural resource information needed by spill responders is obtained simply by calling personnel in the other four divisions of DNREC: Water Resources; Soil and Water; Fish and Wildlife; and Parks and Recreation. This approach has worked well because these organizations have the most current information and firsthand knowledge of resources at risk. Even with a more automated system of retrieving this infor- mation, State spill responders will likely continue to rely on personal contacts within DNREC for the most up-to-date information. However, establishing its own organized file structure for some of this information would help DAWM to access and update information held by other divisions in DNREC. DNREC's geographic information system (GIS) is a potential resource for generating, updating, and main- taining electronic map coverages for an improved spill response mapping capability. Although not cur- rently used by Delaware's spill responders, GIS files can be made compatible with simpler mapping soft- ware for desktop or lap-top field computers. To illustrate this, some of Delaware's GIS files were used to create an electronic map for this project using desktop mapping software (Figure 5, page 26). Mix of Information Sources Other information sources developed by organizations participating in oil spill cleanup operations are valu- able to Delaware's spill responders. Some of these include NOAA Environmental Sensitivity Index (ESI) maps, the Delaware Bay and River Cooperative Oil Spill Response Plan, the Shoreline Countermeasures Manual, and NOAA nautical charts. These sources are found in various paper and electronic products. Additional information is also generated after a spill occurs (e.g., spill and weather status, disposal track- ing, and cleanup costs). 7 Delaware's Requirements Appendix 16. River We List Boom Estimated Boom 24-Hour 24-Hour Position River Mile Required at this Spill Boom Number Poinl Location Site Range Required 55 Chesapeake and 58.90 1500 feet 66.57 22699 Delaware Canal 48.85 Channel Entrance H - 31, 32, 36, 4043, 46-48, 51, 53, 55, 56, 60, 64, 65, 66, 68, 7075 M - 30, 37, 38, 39, 52, 61, 63 L - 33, 45, 49 56 Scoffs Run 57 Lurns Po Sites that require booming.... are ranked as Ngh, medium' or low priority, (locations a approximate).. 4qF6qo4q@ 'High Pnorqltqy Sites,. 11116q0ium Priority Sites Low P0q& -Rivq4i, Mile 66.57, Buttq6nwood Dyke x River Mile 50.90@ Entrance to Chesa a and Delaware Canal 'A" River Mile 48.4qK Peach - House Ditch, Automating informationfrom the Oil Spill Response Contingency Plan should make information more por- table and accessible to spill responders as shown here by an electronically generated map of River Milefea- tures. 6 S L c o t t 8q@sRu n ;632qL56q@7 rr.,O4q@ Delaware's Requirements The primary needs to improve Delaware's current spill re- -Data Set Definitions - sponse system are: 1) centralizing information sources that must be located and consulted; 2) updating information � Rolodex-type. With one exception, already in the Contingency Plan; 3) making information in the Contingency Plan notebook more portable and accessible these data sets are developed before spill response and are typically lists to spill responders; 4) providing spill responders with up- Of names, addresses, phone numbers, dated paper maps showing specific resources at risk during and response capabilities. They are a spill; and 5) better managing the information generated easy to develop and update. during a spill response. � Map-based. These data sets consist of information that can be illustrated on a base map (i.e., the location of Information tide gates, water intakes, and historical sites). Additional data to Sixty-three data sets were identified as required to respond characterize these mapfeatures are effectively to a large oil spill in Delaware Bay. They were also part of these data sets. They are classified into ten categories and a priority assigned to each developed before responding to a based on their importance to spill response personnel (Table spill. 1). Many data sets in the categories of Contacts, Response � Real-time. These data sets (eg., spill Hardware, Response Services, and Map Information are in status, disposal tracking, cumulative the Contingency Plan but require routine updates. Others cost of cleanup, etc.), developed (i.e., shoreline types, boom deployment locations, and prior- during a spill, present a complex ity options) are found in other sources such as ESI maps, the problem of data input protocols and Delaware Bay and River Cooperative Oil Spill Response Plan, information management with the and the Region III Regional Response Team's Shoreline Coun- need to summarize data in real time termeasures Manual. Still others (e.g., fuel pipelines) need to be developed from several scattered sources. Estimates were made of the effort required to develop/update all 63 data sets or to consolidate them from sources outside the Contingency Plan into a single system (Table 1). The estimates were made for compari- son and provide a relative sense of the effort required. These estimates should be considered approximate only (Appendix B). Data sets were grouped into three types to assign data development to the appropriate alternative of re- source requirements. In general, Rol.odex-type data are developed under Alternative 1; map-based data under Alternative 2; and real-time data under Alternative 3. A few data sets such as those in the categories of Spill References and Response Documentation do not fall into any of the three types. Information Management Delaware's ultimate objective is automated access to all data supporting spill response, with the ability to generate hard copies at the scene of the spill-thus, centralizing all data currently used in spill response now scattered in different reports, agencies, and data files. Of special importance is the need for desktop computer mapping to display features on a map (e.g., points, polygons, or lines), as well as data associated with these features. The map may be a simple one showing a single category of data with a single theme or it may be more complex with multiple data categories and multiple themes. For Delaware's oil spill information system, the geographic areas covered by base maps and the various themes and data categories incorporated on these maps will be the subject of research and experimentation. Examples of other capabilities to be part of its oil spill information system are as follows: Rolodex-type software with find and update capabilities to locate information easily on spill respond- ers, services, and suppliers 9 Delaware's Requirements Table 1. Data Sets, Categories, P ioritieqdndq:qLevel qq6qf6qf8q@ort q7- Type of Data Sets Level of Effort "I 04, 011 4Q A Categories (Priority) Delaware Environmental Alert Call System q4q0 DAWM SERT Volunteers and Phone Numbers 0q0 DNREC Cellular Phone and Fax Numbers 6q0 q4q0 Emergency Response Agencies, Names & Phone Numbers 6q0 6q0 DBRC Member Company, Refineries, and Terminals q4q0 6q0 I ncident-specific Contacts 6q0 6q0 Map Information (2) *&&mod" wwq" qOiddiqfqt*qWd State/Political Boundaries Waterbodies Shoreline Roads Cities Railroads Bridges Topography River/Ocean Mile List Fixed Station Monitoring Network ;176qM EMqME SqM 104qE4qM4qE 4qM0qM qM 4qE4qE 4qM4qS4qE4qE Shoreline Type 0q0 q4q0 Wetlands 6q0 0q0 Living Marine Resource Inventory 6q0 q4q0 Boom Deployment Locations 8q0 Natural Collection Areas 6q0 Staging Areas 6q0 Bathymetry Navigation Aids Recreation Sites Land Ownership 6q0 q4q0 Industrial Facilities 0q0 0q0 Fire Departments/Field Command Posts 0q0 0q0 Fuel Pipelines 4q9 Water Intakes 4q0 0q0 Tide Gates 0q0 0q0 Archaeological, Historic, and Cultural Sites 6q0 6q0 Shoreline and Water Access Points 20q0 Delaware Tide Tables & Tidal Currents 40q@qD 10 Delaware's Requirements Table 1. Data Sets, Categories, Priorities, and Level of Effort (Continued), Type of Data Sets Level of Effort 4Z, 4" 0 0 411 0 Categories (Priority) 0 Early Assessment Equipment and Supplies Communication Equipment 49 0 Communication Frequencies 0 -0 Helicopters Available 0 0 Boats Available 0 0 Spill Management (5) Status Board Health and Safety Plan Priority Cleanup Options by Site Logistics Tracking Work Plan Cost Tracking Disposal Tracking Response Services (6) Cleanup Contractors Wildlife Coordinators/Rehabilitators 0 0 Qualified Laboratories Spill References (7) Spill Products vs. Chemical Products Chemicals Allowed for Use Dispersant Evaluation Spill Impacts (8) Post Spill, Preimpact Baseline Spill Impacts (9) Impacts, Actual (Shoreline) Impacts, Actual (Water) Spill Impacts (10) Natural Resource Impacts Natural Resource Monitoring, Short-Term Natural Resource Monitoring, Long-Term Response Documentation (11) Response Documentation Damage/Natural Resource Damage Documentation Cost Recovery Final Report Response Locations (Undefined) Public Use Airports Delaware's Requirements Electronic spreadsheets to organize information to be added to Information Management electronic maps Information management refers to the Real-time information tracking during a spill provided by techniques and types of software tools network software and data entry to electronic forms available,to manage, access, and ana- lyze information contained in the data Other capabilities listed in the sidebar are discussed in each alter- sets used in oil spill response. Infor- native (pages 16-25). mation management capabilities de- sired by Delaware include: Most capabilities can be develo ed with commercially available P Electronic Rolodex software. Also, NOAA has adapted some of these capabilities in its Computer-Aided Management of Emergency Operations Electronic forms (CAMEOTM) system and compatible "spill tools" that have been developed to specifically address oil spill response requirements. 0 Desktop electronic mapping CAMEO is a group of modules that can be combined to meet spe- cific information requirements. Each module provides: 1) a * Graphic di lAy software simple, easily understood design and 2) the ability to be adapted to local situations. It is a combination of information and deci- ? Electronic spreadsheet sion tools that include chemical information and other data bases, Model Iling adaptable templates for managing information, simulation mod- els that help decision makers interpret information, maps show- Ing spatial relationships among data and the results of simula- Real-time information tracking tion models, and searching and reporting capabilities. Remote access network The Delaware Fire Academy has already adopted CAMEO as its Relational d@td base ma InageIm Ient official emergency management software for hazardous material incidents. With little alteration, CAMEO can be used to accom modate some of Delaware's oil spill information management needs. Rolodex-type data sets and spill reference data (e.g., oil properties) can be incorporated into CAMEO. Also, a significant percentage of information currently in CAMEO is common to the needs of two emer- gency response groups in DNREC. 12 Delaware's Requirements '3- .1-MM 41 _Affl' o "N, H Wv M10 14, M' ROFIV@ 0 'u, r K % n. M E Computer access to maps, data, and automated information management is Delaware's ultimate objectivefor improving its ability to manage oil spill cleanup in Delaware River and Bay. 13 The Alternatives iable 2. Cont@ to n f Each Alternatim, 4P 0 A0 4; 0 4e Data Set Category (Priority) Contacts (1) 0 0 Map Information (2) Base Maps 0 Map Content 0 Spill References (3)* 0 Response Hardware (4) 0 Spill Management (5) G G 1!@ Response Services (6) E) 0 0 Spill References (7) Spill Impacts (8) Spill Impacts (9) G Spill Impacts (10)* Response Documentation (11) a 0 Q G Information Management Capabilities Bound or Loose-leaf Volume Electronic Spreadsheet Electronic Rolodex .Simple Deskto LComputer Mapping Display Software (Graphics for Maps) Advanceqpes@@@@ I/ Modelling Data File Management Electronic Forms Tracking Remote Access Network Relational Data Base Management *Categories appear more than once because priorities reflect the different data sets within categories. See Table I (pages 10 & 11) for the data sets included in each category/priority combination. Data sets complete Data sets exist but need Data sets partially complete to be updated Presence of capability under Delaware's existing spill response system or under the proposed alternatives. 14 The Alternatives Three alternatives of increasing levels of resource investment, each spanning three years, are proposed to develop different mixes of information and information management capabilities, with thefeatures of each alternative building on the previous one. Table 2 summarizes the information content and capabilities of Delaware's existing spill response system and those that would exist under each of the three proposed alternatives. Each alternative is discussed in this section. What is Included? The first alternative makes maximum use of dedicated spill response personnel in the DAWM. Emphasis is on developing simple Rolodex-type data files, map information content, and simple electronic mapping capabilities. The second provides for a full-time data base administrator dedicated to developing all information man- agement capabilities and maintaining all data files. The equivalent of a second full-time individual from 3 within DNREC would aid in assembling information needed for spill response. Emphasis would be on developing the additional map information content. The contractual services of a modeling expert may be required to run and interpret results of an oil spill trajectory model. The third assumes that $100 to $200K per year (for three years) is available for contract work to develop software and procure hardware for managing information generated during a spill. This would include a remote access network to centralize and track information during response operations. Three alternatives are proposed for several reasons. First, each provides for development of distinctly dif- ferent sets of information and capabilities. Second, succeeding alternatives provide for significant levels of increased data and data management over Delaware's existing system and each other. Third, the resources required by each are modest and reasonable. Finally, three alternatives are a manageable number to con- sider and are points of departure for developing other mixes of information and capabilities. Presenting more than three could blur the distinction among them. What is not Included? Three questionnaires were used to develop the contents of data sets needed for spill response (Appendix A). A few data sets and one information management capability are not covered under any of the three resource alternatives. They are: � Data Sets Requiring Field Work. Two data sets, dispersant evaluation and post spill/pre-impact baseline, would require significant field work to develop the information desired by Delaware's spill responders. Dropping the development of these data sets under these alternatives is recommended because of the estimated two-year effort level required. � Response Documentation Data Sets. Developing these data sets depends on the remote access net- work, electronic forms, and the information tracking capabilities under Alternative 3. Response docu- mentation would draw on the spill management information and spill impacts documentation that will be generated with the electronic forms and information tracking capabilities. � Delaware Tide Tables and Tidal Currents. This data is generated by software already used by Delaware spill responders. No updates or additional information is required. � Relational Data Base Capability. This refers to the ability to associate information from different data sets. To do this, special software, special design of data tables, and relational data base management expertise are required. Delaware should consider developing this capability only after implementing all others. 15 Alternative 1 Alternative 1 - Improved Data Management & Ele@trojftic Support This alternative callsfor one to two individualsfrom a Water intakes the existing staff of the DA%W to be responsiblefor 9 Fire departments/ field command posts several information development and management e Staging areas activities. These would be conducted as time per- 9 Archaeological, historic, and cultural sites mitted between spills and other duties, and would * Recreational sites include: 1) updating simple data sets used in spill 9 Navigational aids (will require NOAA's assis- response; 2) incorporating that data onto Rolodex tance) or data base software for easy access; and 3) devel- 9 Land ownership oping a simple desktop computer mapping capabil- e Industrial facilities ity (Figure 1). This mapping capability will improve, but not replace, reliance on hard-copy lists, maps, RESPONSE HARDWARE and notebooks during a spill. 0 Early assessment equipment and supplies 0 Cornmw-iication equipment Resource Requirements & Communications frequencies 0 Helicopters available � One to two individuals from existing spill re- & Boats available sponse staff for about 36 person-weeks a year for three years RESPONSE SERVICES � $10-$15K for computer hardware and software * Cleanup contractors � Wildlife coordinators /rehabilitators � Qualified laboratories Data Sets to be Updated or Developed RESPONSE LOCATIONS CONTACTS 0 Public use airports Delaware environmental alert call system Comments and Considerations DAWM SERT volunteers and phone numbers While data sets in the Map Information category are DNREC cellular phone and FAX numbers a higher priority, those in the Response Hardware, Emergency response agencies/names and phone Response Services, and Response Locations catego- numbers ries would require only about 17% of staff resource Delaware Bay and River Cooperative member time under this alternative to update or develop the company, refineries, and terminals data sets. This would complete all the Rolodex-type data sets under Alternative 1. MAP INFORMATION (BASE MAP) � State/political boundaries Information Management Capabilities � Waterbodies It 1 11 - I � Shoreline Data base or Rolodex-type software with search, � Roads find, and update capabilities for easy access to � Cities the information content of data sets in the Con- � Railroads tacts, Response Hardware, Response Services � Bridges and Response Location categories � Topography � River/ocean mile list 0 Spreadsheet software for managing the data as- � Fixed station monitoring network sociated with points, polygons, and vectors of data sets in the Map Information category dis- MAP INFORMATION (MAP CONTENT) played on base maps of Delaware Bay � Shoreline type 0 Desktop mapping software for creating simple � Tide gates thematic maps 16 Alternative I Figure 1. Major Features of Alternative I [email protected], LAST NAME l1qpp FIRST pffl.!JpJn!@rpri as :s I....................................... ................... ............I..................................................... POSITION CONTACT .................... .................................. ................................................................. TYPE I Emergency Contact _J FRCILITY/ORGq., ...... .... .... ......................................................................................... m"o.0 . .................................................................. ORGAN'ZATIONF@-pillCle@n-Up Co I RESOURCE .FS-pill Sorbent Materials TYPE mpany TYPE STREET ............. ............................I...................... X 24 HR CITY ............................................I................................. 24 HR ............................................... STATE POSTAL CODE .................. FAX ................. .................................. DISTRICT ........................ ........................ MODIFICATION DATE 1/3/94 Moppern Up E nte r pri sea can be on t he scene of a a pil I a nywhere i n the state wi t hi n two ho urs and has enough sorbent materials on hand to clean up a 100,000 gallon spill. Materials to clean up spills of greater magnitude can be delivered to the company within 24 hoursi Shoreline Historic Properties (Locations are approximate) 0 Two majorfeatures of Alternative 1 are spill response information on Rolodex-type software from CAMEOTM(above) and a desktop computer map with a single theme of information (be- low), 17 Alternative I � Display software for enhancing and printing mapping capability will provide simple thematic hard-copy maps created with mapping software maps (i.e., a single layer or theme of information added to a base map). The maps would be printed � Bound or loose-leaf volume of simple thematic from graphics software that can be used to enhance maps and associated data generated in desktop the display of maps created in a mapping applica- mapping software for use in the field during spill tion. They would be bound or placed in a loose-leaf response volume with spreadsheets of accompanying data that could be taken into the field during spill response. Comments and Considerations An example of a simple thematic map of Delaware For each information management capability asso- Bay is shown in Figure 1. ciated with computer software, research will be con- ducted to determine: 1) the most appropriate appli- Creating thematic maps will require some assistance cation; 2) an acquisition process for the software; 3) from DNREC's geographic information system (GIS) training of spill response personnel in software use; to provide the necessary geographic files. NOAA and 4) data input. All software would be commer- experimented with the development of a desktop cially available off the shelf. map of the Little Creek, Delaware 1:24,000-quad us- ing existing geographic coverages available from Most of the work effort to implement this alternative DNREC's GIS. Electronic map files were converted will be spent developing the electronic mapping ca- to a file format compatible with desktop mapping pability. This includes designing a system of maps software. Point features such as tide gates, marinas, and their information content, developing data for and archaeological sites shown on the Little Creek map information, implementing the design, and quad map in the existing Delaware Oil Spill Response training in the use of desktop mapping software. The Contingency Plan were transferred to a NOAA nau- Figure 2. Map of Little Creek, Delaware area Did Creek Mouth Simons River Mouth ort Mahon Port Mahon Light Port Mahon Road Bridge U te River Mouth Little River ride Gut Gut North of Pickering Beach Pickering Beach North Ditch Pickering Beech Levvis Ditch Mouth 18 Alternative I tical chart of the area. Latitude and longitude coor- dinates for these points were generated by electroni- cally scanning the nautical chart. These points were then added to the map files obtained from the GIS. A map of the area is shown in Figure 2. Summary This alternative provides a cost-effective means of achieving the objectives of Delaware spill respond- ers to develop a computer mapping capability and update many important data sets. It can be imple- mented at a small cost for several pieces of computer software and perhaps an additional computer work station. No major changes in personnel within DAWM would be required; only a change of respon- sibilities related to information management would be required for one or two individuals. This alterna- tive is a solid step toward building information man- agement skills in support of DAWM's mission of spill response. 19 Alternative 2 Alternative 2 -. Enhanced Predictability of Resources at Risk This alternative providesfor the hiring of afull-time SPILL MANAGEMENT information management specialist and the equiva- e Priority cleanup options by site lent of a full-time employee from within existing DNREC personnel. The information management SPILL REFERENCES specialist would be responsible for: 1) conducting all software and hardware research, acquisition, and * Spill products vs. chemical products testing; 2) training others in the use of all hardware and software; 3) managing all electronic data files Comments and Considerations and hard-copy information sources used in spill re- As a group, the data sets proposed for development sponse; 4) managing all electronic mapping; 5) over- under this alternative pose the most challenges. The seeing simplified trajectory model runs for pre-spill technical transfer of existing wetlands, bathymetry, planning (Figure 3); and 6) updating and developing and living marine resources data to a cornmon set data sets. The full-time individual allocated from of electronic base maps designed specifically for existing personnel in DNREC would develop infor- Delaware oil spill response may pose problems due mation necessary for spill response. to file size, "edge matching" or congruency, and dif- The major differences between this and the first al- ferences in scales. Assembling data sets from mul- ternative are the development of multi-layer elec- tiple sources will be especially challenging for fuel tronic mapping, the use of a simplified spill trajec- pipeline, shoreline, and water access points on Dela- tory modelfor pre-spill planning, and the develop- ware River and Bay due to the potentially large ment of additional map-based data. number of sources to be contacted. During the course of this project, several of these data sets re- quired special consideration as discussed below. 11, ke-source Requi Irem ents. Living Marine Resource Inventory. Initial discussion � All personnel resources available in of this data set revealed the desire to conduct a Alternative 1 lengthy synthesis of existing information sources. Delaware hoped to gather enough existing infor- � One full-time information manager for three years mation, with updated supplements from annual � One full-time equivalent position from within ex- surveys, to show the seasonal distribution of fish, isting DNREC personnel for three years mammals, birds, and invertebrates by life stage and habitat on desktop maps of Delaware Bay. Estimates � $15-$20K for computer hardware and software to complete this effort were two person-years, Rea- sons that could significantly increase the estimated � $25K for modeling specialist contract two person-year effort for building this data set are: including too many species in the data set. Only )Data Sets to be Updated or Developed the most important from a recreational, commer- cial, or ecological standpoint may suffice. DATA SETS FROM ALTERNATIVE 1 attempting to include too much detail on spatial MAP INFORMATION and temporal locations and distributions. While studies for some species may be very detailed, � Living marine resource inventory others may be less detailed. However, all sources will have to fit into a common information frame- � Wetlands work and this typically reduces the data to the � Shoreline and water access points broadest level. � Fuel pipelines establishing the study design and methods. A sig- nificant amount of time needs to be spent "up � Bathymetry (will require NOAA's assistance) front" to design the process for gathering and re- viewing information. Numerous "dry runs" to � Boom deployment locations test the methods will also be required. 20 Alternative 2 Figure 3. Major Features of Alternative 2 10-1 Tide GatesiWater Control Structures Shoreline Histonc Properties Welland Areas 0 NOTE: Locations are approximate Ben i Pt. Deep Water F, Eg 9 Island Pt. DAY 3 DAY 2 .7 oe .2 v t DAY 1 Cape May Cape Henlopen Two majorfeatures of Alternative 2 are multi-theme desktop computer mapping (above) and simplified spill trajectory modelingfor pre-spill planning (below). 21 Alternative 2 � underestimating the amount of time required to - Bound or loose-leaf notebook with various spill locate all data sources and to conduct a peer re- scenarios as projected by the NOAA trajectory view. models �organizing and inputting the information for com- 9 Full-time data file management of oil spill response puter maps. Deciding how to represent this infor- information mation on a desktop computer map and defining every step to put it into a computer will require * Full-time configuration of management design and substantial thought and testing. implementation of all software and data for com- puters used by spill responders Due to the likelihood for delay, the use of existing Environmental Sensitivity Index maps and Research 9 Spill responder hardware and software training Planning Institute (RPI) seasonal species distribution maps for mapped information on living marine re- Comments and Considerations sources is recommended. Multi-layer Desktop Computer Mapping. Desktop com- puter mapping refers to the creation, use, and analy- Wetlands. Incorporating digital wetland map files sis of electronic maps by nontechnical professionals. from the National Wetlands Inventory on desktop Multi-layer mapping refers to different themes of maps is estimated to require 26 person-weeks. Be- information presented as different layers of a single cause these files already exist and are available from electronic map. The mapping software should be able DNREC's GIS, this may appear to be an overestimate- to "look through" the layers where a spill has occurred However, significant amounts of work could be re- or is likely to travel to determine the resources that quired to separate different wetland types from the may be affected. The objective would be to gain ex- existing GIS file to place them on desktop maps. Until perience with the types of contingencies posed by the configuration of desktop maps is specified, and spills under various conditions. the content and structure of existing GIS wetland files are analyzed, a more accurate estimate of the level Of Designing a map system for multi-layer thematic effort can not be obtained. mapping will also require extensive experimentation to find the appropriate combination of geographic Boom Deployment Locations. Developing a data set on areas and thematic layers. Obvious options for geo- precise boom deployment locations for over 50 sites graphic map areas include the entire Delaware River in Delaware Bay originally was estimated to require and Bay and adjacent lands, the area of each USGS two person-years to conduct the necessary field tests- 7.5-minute quad covering Delaware Bay, smaller grid However, by using the existing Delaware Bay and areas within each USGS quad now depicted on maps River Cooperative's Oil Spill Response Plan, getting in the Delaware Oil Spill Response Contingency Plan. this information onto desktop maps and construct- ing a data file on the boom placement locations is Regardless of the number of maps, including all estimated to only require about four person-weeks. themes of information on each map would be im- practical. Also, the size of the electronic map file information Management Capabilities would be too large to open easily. Consequently, Delaware would have to follow a trial-and-error pro- � Rolodex and spreadsheet capabilities from Alter- cess to determine the optimum combination of spa- native 1 tial areas covered on a map and the various layers to be placed on the map. � Multi-layer electronic mapping including experi- To help determine the optimum combination of geo- mentation to design optimum map configuration graphic areas, base map geography, and data for and content, and implementation of map design desktop maps, DNREC can use its GIS capabilities. Existing geographic coverages from the GIS can be �Running a simplified spill trajectory model for transferred to desktop mapping packages with little planning purposes to predict the movement of difficulty, assuming all coverages have been subjected spilled oil and resources at risk at different loca- to quality control. The process will include building tions in Delaware River and Bay under different a library of boundary files to determine the best mix meteorological and hydrodynamic conditions of base map information. The library would be used 22 Alternative 2 to build a series of base maps. Data could then be the possibility of misinterpreting model results. Re- incorporated with these base maps for use in the field gardless of the complexity of the model selected, us- either electronically on a lap-top computer or bound ing a modeling tool should be one of the last items in a series of printed maps. undertaken as part of this alternative. Changes to base map geography should be com- pleted using the GIS because of the ease in mainte- SummarY nance. The boundary file library would then be up- dated after these changes were made using the GIS. Alternative 2 will require a modest annual increase This library would make updating a particular layer in DAWM's budget. This will pay for a mid-level on desktop maps trivial. Incorporating data to these information management specialist, a one-time cost updated geographic map layers would be easy with for computers and software for the management spe- a properly maintained and structured library of cialist and spill response personnel, and perhaps, a boundary files. One person should document how modeling specialist to conduct a series of model runs. to update the boundary file library and how to in- It provides a more complete development of the com- corporate other data into the library in the future. puter mapping capability sought by spill respond- ers than provided by Alternative 1. Shifting some Simplified Trajectory Modeling. Undertaking the use job responsibilities and increasing the level of coor- of a trajectory model should not be done lightly or dination among DNREC units would be required to without considerable forethought. The ability to in- support development of information for spill re- terpret model results is an important consideration sponse by DNREC personnel. This alternative sig- before using this tool as part of an oil spill informa- nificantly increases DAWM's ability to develop and tion system. Trajectory modeling would provide a manage oil spill information. capability for pre-spill planning, but would not be The information content and management capabili- used during a spill. ties to be developed in Alternative 2 could be devel- Using a trajectory model could serve two purposes. oped independently. The map information data sets First, it could be used to predict the areas of highest can be incorporated in the simple desktop mapping probability of spill impact prior to spill events. This capabilities identified in Alternative 1. The advanced would require a large number of model runs to ac- mapping and simplified modeling capabilities do not count for various meteorological conditions, spill require specific data sets. This is not the case in Al- volumes, and types of material spilled. It would also ternative I or 3 where data sets and capabilities de- need to be run for many different locations in Dela- pend more on one another. ware River and Bay, such as those with the greatest likelihood of tanker accidents (see page 2). A thor- ough understanding of statistics would be necessary to interpret model results. The results of various model runs could be added as separate layers to multi-layer desktop maps and/or printed for a loose- leaf notebook. Second, model runs could be used to evaluate spill response plans. These would help to determine if resources available to cleanup a spill measure up to the requirements for spills of differ- ent magnitudes. Depending on the complexity of the trajectory model, a modeling specialist may need to be hired to run it and interpret the results. NOAA's Hazardous Mate- rials Response and Assessment Division is currently developing a trajectory model for planning. It pro- vides a simplified user interface and a more sophis- ticated display of model results than. the Oil Spill Simulation Model (OSSM), its current modeling tool. This reduces the need for training in model use and 23 Alternative 3 Altemative 3 - Real-Time Logistics Management Alternative 3 provides for a remote access network Information ManaAem ,ent Capabilities' that will allow for real-time information manage- ment during a spill, in addition to the capabilities 0 All capabilities from Alternatives I and 2 and data sets developed under Alternative 2. Be- tween $100K and $200K annuallyfor three years may 0 Electronic forms for generating and managing be needed to implement network capabilities. These information during a spill will enable information tracking and allow summary reports to be generated during the course of a spill. . Tracking software to maintain real-time data summaries completed during spill response at Resource Requirements multiple sites � All personnel, hardware, software, and contract 0 A remote access network (Figure 4) to allow ac- costs under Alternative 2 cess to a single source of real-time information that could be updated by responders during a � $100-$200K per year for three years spill Comments and Considerations Comments and Considerations The additional funds for this alternative are for con- Many individuals may complete an array of differ- tract work to develop electronic forms, tracking soft- ent forms during spill response. Some of these in- ware, and remote access network capabilities. clude: 1) status board forms to document environ- mental conditions during a spill; 2) work plan forms to direct cleanup workers what to do on a daily ba- Data Sets to be Updated or Developed sis; 3) health and safety plan forms that are completed shortly after a spill and before commencing cleanup; DATA SETS FROM ALTERNATIVE 2 and 4) shoreline evaluation forms to document spill impacts. Many paper copies of each form may be CONTACTS completed during a spill. However, the information Incident-specific contacts in these forms is often lost in the confusion of cleanup activities. One of Delaware's objectives is the capa- SPILL MANAGEMENT bility to input the data on these forms to an electronic network so it can be stored and accessed at any time � Status boards during or after cleanup. This will help to document � Logistics tracking events and conditions during a spill's damage docu- � Health and safety plan mentation stage. However, this capability would � Cost tracking present a difficult logistical problem when more than � Disposal tracking one individual is completing forms and when re- sponders are in multiple staging areas during spill. SPILL IMPACTS cleanup. � Impacts, actual (shoreline) Tracking personnel, costs, and equipment is another � Impacts, actual (water) difficult logistical problem during a spill response. Software that would enable spill responders to re- Comments and Considerations ceive daily summaries on personnel placement, Data sets recommended under Alternative 3 that equipment movement, spill cleanup status, and ex- were not developed under Alternative 2 are not gen- penditures on personnel, equipment, and supplies erated until after a spill. However, the data attributes could make spill cleanup and cost recovery more ef- and standard entries required must be known when ficient. To effectively track and summarize informa- spill responders "fill in the blanks" of an electronic tion generated during a spill, data entries would have form. Therefore, the major effort involved in these to be made to a central data base. This action would data sets is to specify data attributes (or the labels on require the establishment of a remote access network the computer screen) and standard data entries re- so Delaware spill responders, some equipped with quired. portable computers, can input their data to a central 24 Alternative 3 data base where all information could be summa- impacted by an oil spill until they recover completely. rized. This will require the development of other data sets that keep track of econon-dc and biological losses and Developing the software capability for completing recovery at spill sites. Development of these data computer forms to track information and material sets would fall under the capabilities associated with flow and to generate real-time summaries is the prov- this alternative. ince of private software firms who develop these ca- pabilities for commercial purposes. These include inventory control, delivery service tracking, and res- Summary ervation systems. Since this is a one-time develop- mental effort that requires specialized software en- Alternative 3 will require the largest annual increase gineering and programming skills, a contract with in DAWM's budget, enough to cover the informa- an experienced firm will likely be the most cost- tion management specialist in Alternative 2 and a effective approach to building these capabilities. contract to develop a remote access network. In ad- Contract management would be the responsibility dition, a small annual maintenance contract for the of the data base administrator identified in Alterna- network software would be necessary once a network tive 2. was established. This alternative is a major shift in how the State manages information during a spill. Since completing the work to define data sets associ- However, Delaware should consider implementing ated with each alternative, Delaware has been made Alternatives 1 and 2 before attempting to implement aware of new Federal requirements to monitor sites Alternative 3. Figure 4. Major Features of Alternative 3 Dover The majorfeature of this alternative is a remote access network for real-time information during a spill. 25 Implementation Figure 5. Potential Base Map Areasfor Delaware's Oil Spill Information System Old Cneek MoU(h Simons Ri- Mouth on Mahon Pon Mahon Ught Pon Mahon Road Bridg. LN: R er Mouth U13 RiverTdeGut Gut North of 8osch Pickering Be= Ditch Pikring Beach Lems Ditch Mouth The grid on the left represents potential base map areas for Delaware's oil spill desktop mapping. These grids correspond to USGS 7.5-minute quad maps. The map on the right, representing a single quad of Little Creek, Delaware, was generated withfilesfrom DNREC's GIS andfrom maps in Delaware's Oil Spill Response Con- tingency Plan. 26 Implementation Although this report is a blueprint and not an implementation plan, First Steps a discussion of some of the first steps required for developing the oil spill information system is possible. The steps refer primarily � Select Computer Hardware to the mapping capability since this is the major capability under- Platform lying Alternatives 1 and 2. � Select Mapping Software � Select Unit(s) of Spatial (Map) What are the First Steps? Organization Select Computer Hardware Platform. A decision must be made on whether to develop an oil spill system on a Macintosh or IBM- � Construct Base Maps compatible computer. Chief considerations will be data storage capacity, random access memory, speed of operation, cost, and in � Create Thematic Maps the case of Alternatives 2 and 3, portability of network-compatible units in the field. This step could be conducted simultaneously � Organize Map and Data File with selecting mapping software. Management Select Mapping Software. "Hands on" testing of different applica- � Create Binder of Maps and tions will be required. Criteria include: 1) the ability to accept files D t exported from Delaware's GIS; 2) the maximum number of layers that can be added to a base map; 3) the number of data attributes that can be added to each map layer; 4) the ability to "look through" many layers of data for a specified geographic area; 5) ease of file management; 6) ease of use (menu com- mands versus typed command lines); 7) technical support by the software developer; 8) output type; and 9) the ability to link to data base software. Several commercial applications provide many of these capabilities. Select Unit(s) of Spatial (Map) Organization. A decision must be made on an acceptable scale and level of resolution to use, as well as the geographic extent of electronic maps. A statewide or county map may not provide the detail necessary to identify tidal creeks susceptible to spilled oil, but may be satisfactory for seeing the distribution of water intakes. The USGS 7.5-minute quadrangles (Figure 5) are one alternative of spatial organization. Construct Base Maps. This will require experimentation. Steps include: 1) determining geographic areas for each base map; 2) specifying contents and scale; and 3) constructing base maps. Create Thematic Maps. This, too, is experimental. Steps include: 1) specifying the information content or themes for each base map; 2) determining the data to be associated with each theme; 3) creating maps; and 4) importing files of thematic data. Organize Map and Data File Management. Organizing a geographic and data library is necessary at this stage. The various files needed to create a map (i.e., GIS export, text, boundary, data, etc.) need to be maintained so that maps can easily be recreated. Create Binder of Maps and Data. Identify all thematic maps to be displayed in a paper map binder. Map files must be changed to picture files, exported to display software, graphically enhanced if necessary, printed, and then placed in loose-leaf binders along with associated data files. 27 Concluding Comments This report presents a "blueprint" for improving information and information management capabilities that the Delaware DNREC can use in its management of oil spills in Delaware Bay. Three alternatives in this report divide the work efforts to implement the plan into two general areas: 1) development and orga- nization of information content, and 2) electronic capabilities to make the information more understand- able and accessible and ease the ongoing process of revision and updating. Of the two, development of the information content is byfar the most important. Capabilities, especially when exercised in a spill man- agement or decisionmaking context, are only as useful as the information driving them. Electronic information management capabilities have been evolving rapidly for the past 5-10 years and will continue to evolve rapidly through the foreseeable future. In view of this ever-changing reality, the capa- bilities recommended in this report can only be viewed as a snapshot in time. As such, they should be considered a starting point. The need for periodic revision or complete overhaul of this "blueprint," in light of new developments in information management, is a near certainty and should be understood as an essential component of the plan's implementation. The situation is markedly different in the more important area of information content. The information needs and the data sets available to meet those needs, with a strong, institutional commitment to develop- ing this information, will not change at the same rapid pace as electronic management and analysis capa- bilities. A high likelihood of significant management benefits could extend far beyond the oil spill issue to other important areas of Delaware's coastal resource management. A continuing, steady process should be established to ensure information is developed in an organized and thought-provoking manner to meet the needs of spill responders. The process should be designed from the outset as a cooperative, multidisciplinary effort among spill responders, information management specialists, and those developing and maintaining information for spill response. 29 ci I I I 3 6668 00003 8127 ; I