The application period for this challenge is now closed

  • Governer Partner :City of San Jose
  • Department :Housing Department
  • Category :CRM / application management, Geo Services, Health and Human Services, Infrastructure Assessment, Open Gov, Process Improvement, Public Safety, Resident Engagement, Resiliency

Project Summary

Website for disaster/incident recovery and broader communications platform for disaster information and response coordination.

Challenge Details

Design a disaster/incident recovery website for the City to coordinate with the community, service providers, and Citywide departments to facilitate the stakeholders’ needs, available resources, and required communications, both external and internal.

On Tuesday, February 21, 2017, parts of San Jose along the Coyote Creek had flooded and the City Council declared the Existence of a Local Emergency on February 28, 2017. Hundreds of individuals were displaced from their homes and lost valuable personal property including vehicles, home furnishing, tools, and medical equipment. City staff worked rigorously during the emergency to ensure the safety of our residents. While there was significant participation during the emergency from all the city departments, volunteers, and our non-profit partners during the disaster for several weeks, the recovery effort process after the disaster had to be created while the recovery was happening – there was no tool to assist during the recovery period.

The Housing Department challenges during the flood was not knowing the number of people needing housing, lack of housing inventory information available, immediate resources for people affected, and having a communication tool in place for all stakeholders. The Housing Department also found that during this time many residents wanted to help however recovery staff did not know exactly what was needed.

The City is seeking a technology tool for communication and task management that allows staff involved in an emergency to communicate with all parties working on the recovery effort and people affected by the disaster. Initially the tool will be for use by the Housing department, but the long-term goal is for this tool to work across different departments and our non-profit partners. The second phase of the project could include a site that directs San Jose’s community to fundraising opportunities and donation drop-offs.

Specifically, the solution will:
• Improve internal communications around disaster recovery efforts
-Staff in different departments have live information/data of the status of each responsible stakeholder in the recovery process and the completed required tasks
• Improve external communications around disaster recovery efforts
• Create a designated spot where residents can learn about meetings or resources
• Create consistent and uniform communication template, and policies/processes for sending out communications at sufficient times for each stakeholder.
• Improve opportunities for residents and others to donate or offer resources, funding, and additional resources
• Create an inventory of housing available for people affected by a disaster (i.e. Airbnb)
• Assess priorities of people affected by the disaster and identify additional resources
• Need to development a redundant system in case cell/mobile and internet is down and technology is not effective
• Also, need to assure this tool can be used regularly for staff to remain familiar with the resource
• The data may need to be entered into a dashboard (to be created) that is stored on the Salesforce platform to allow for analysis and policy decision making. (This is only applicable to the Housing Department; other departments may be using different platforms).