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By Don Sadler

By now, you’re probably well aware of the Vulnerability Identification Self-Assessment Tool, or ViSAT — a tool designed by the Department of Homeland Security (DHS) to help raise the level of security awareness in public assembly facilities across the U.S. But have you actually taken the time to complete the ViSAT survey yet? If the answer is no, then you owe it to yourself — and your facility — to keep reading.

Some Background
The ViSAT is a joint effort between the DHS and the International Association of Assembly Managers (IAAM) designed to accomplish several objectives:

• Prevent, deter and mitigate the effects of terrorist attacks on public assembly facilities.
• Raise the level of security preparedness at public assembly facilities nationwide.
• Provide public facility managers with information to identify, prioritize and coordinate protection efforts with local, state and federal officials.
• Help facility managers identify the strengths of their facilities’ security plans and areas where improvement is needed, as well as prioritize security enhancements.
• Provide security training for facility managers and their staffs and tools to help them make improvements to their security plans.
• Establish an extensive security baseline and solid infrastructure protection standard to help facility managers assess their current security needs and vulnerabilities and create comprehensive security plans for their facilities.

The seeds for what eventually became ViSAT were sown following 9/11, when the federal government developed an online vulnerability self-assessment program for commercial airports to help them determine their level of attractiveness as terrorist targets and their susceptibility to attack. The same program was soon applied to the maritime industry.

During meetings with DHS, IAAM became aware of the program and asked DHS to develop a similar program for public assembly facilities, using the IAAM’s “Best Practices for Safety and Security.” The first ViSAT, designed for use by stadium facility managers, was rolled out in 2005. ViSATs have since been developed for several other different types of facilities, including arenas, convention centers and theaters, and more are being developed now.

The ViSAT Survey: Nuts and Bolts
The ViSAT survey consists of a series of about 200 questions, which can be accessed and answered via a password-protected Web site. Access to the tool can be obtained by contacting the IAAM via email at security@iaam.org. There is no charge to complete the ViSAT process.

ViSAT access is granted to only one person at each facility (typically the facility’s security manager). However, managers are encouraged to share access with an employee or employees to whom they will delegate responsibility for completing the ViSAT. The ViSAT is divided into two sections. The first section consists of a checklist of “yes” or “no” questions broken into the following seven categories:

1. Security plans, policies and procedures. Focuses on the current plans and policies your facility has in place.
2. Security force and security awareness training. Focuses on the training procedures in place for your security force, including your own event staff and your local police and fire departments.
3. Cargo, personnel and vehicle access control. Focuses on the “backstage” side of your facility: people and products coming in your back door.
4. Physical security assets. Focuses on procedures in place for securing the bricks and mortar facility itself.
5. Security technology equipment. Focuses on your facility’s use of CCTVs, metal detectors, access control systems, etc. and the condition of this equipment.
6. Communication security. Focuses on your facility’s command center by asking questions about the security of phone lines; access to computer systems; and communication with police, fire and media, etc.
7. Information security. Focuses on your facility’s computer technology: password and anti-virus protection, etc.

In the second section, facility managers are asked to rate how well their facilities are equipped to handle various threat scenarios, using these seven categories to assess the level of preparation in each area. This section is further broken down into preparation based upon different threat levels (e.g., yellow, orange, red).

Upon completion of the ViSAT, facility managers are encouraged to submit their assessment to DHS. Note that the information submitted to DHS is completely confidential and is not made available in any form to anyone outside DHS. Information submitted becomes part of a broad national vulnerability assessment being compiled by DHS to analyze the security practices of the facilities management industry nationwide.

DHS will review your submitted ViSAT for completion and consistency of responses, but will not judge your facility’s specific level of vulnerability; that’s up to you.

“But I Don’t Have the Time!”
The most common excuse among facility managers who haven’t completed the ViSAT yet is that they want to complete it — they may even be trying to complete it — but they just haven’t had time to get it done.

Granted, completion of the ViSAT is a fairly lengthy and involved process. But the program has been designed to be as flexible as you need it to be so that you can complete it at your own pace. It can be broken down into pieces that can be addressed on a weekly basis, or whatever frequency works best for you and your team. Or, the entire survey can be printed out and completed as your team addresses specific facility issues.

Following are some tips for completing the process in the most efficient way possible:

Appoint a leader. One high-level employee should be designated as the leader of the ViSAT process, and he should be granted whatever authority is necessary to gather all necessary information, whether from fellow employees or other internal and external resources.

Assemble your team. Bring together a cross-functional team of experts to address each of the seven ViSAT categories. By assigning various tasks to these resident experts, you make sure that those responsible for ensuring smooth operations in each area of your facility are providing valuable input to the process.

Bring together a team of experts to address each of the seven ViSAT categories, and assign tasks to each team member. Photo by Mike Meyers.

Gather your resources. Resources you’ll want to have readily available before starting the process include the building plan, an organizational chart and job descriptions, emergency response and crisis communication plans, a list of first responders and their contact information, and the strategic plan and forecasted budget for the next five years.

Invest adequate time. As noted above, the process can be completed at your own pace — in one long marathon session over the course of a full week or so, or broken up into a series of sessions over six to eight weeks. In general, you should plan on a total of at least 10 to 12 days in man-hours from start to finish.

Be honest. Completing the ViSAT isn’t about judging your facility’s disaster preparedness, or lack thereof. Rather, it’s about gathering an honest assessment of your security capabilities and shortcomings and learning what you can do to shore up your weaknesses.

Seek training. IAAM offers a number of opportunities for instruction and training on using the ViSAT software, completing the ViSAT survey and using the final report.

Don Sadler is a writer and editor specializing in issues of interest and relevance to businesses and executives.

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