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By Helen Pitts

Completing the more than 200 questions included in the Department of Homeland Security’s (DHS) Vulnerability Identification Self-Assessment Tool (ViSAT) may appear to be an overwhelming project to many facility managers. However, with the proper resources, time, and teamwork it is a process that it is definitely worth the effort – especially when it comes to being prepared for a terrorist attack, according to Joe Psuik, CFE.

Psuik, who serves as chair of IAAM’s Academy of Venue Safety and Security (AVSS), should know. As senior vice president and chief operating officer of the San Diego Convention Center Corporation in San Diego, CA, his facility was among the first to complete the ViSAT.

“Any investment of worth, like the ViSAT, is going to consume some level of resources,” explains Psuik. “Facility managers shouldn’t ask, ‘Do I have the time to do this?’ Instead they need to ask, ‘What if something happened on my watch, and I hadn’t taken the time to assess my facility’s vulnerabilities and take action to be prepared?"

From a Diamond in the Rough…
Psuik likens the ViSAT process to a jeweler transforming a diamond in the rough into a precious gemstone. After assessing the stone’s strengths and vulnerabilities the jeweler will begin to carefully chip away the rough edges. It’s a time consuming process, explains Psuik, one that requires patience, concentration, and precision. One unintentional slip of the jeweler’s chisel could result in the loss of the stone.

Knowing his limits, the jeweler invites a team of experts into his workroom to consult and share their expertise. Working together they carefully continue to cut and polish the gemstone, one facet at a time.

Along the way, they uncover some flaws unique to this stone. Realizing these minor imperfections may detract from its overall value, they prioritize which ones to address first. They then proceed with the utmost care and attention to minimize their impact.

Their efforts are ultimately rewarded with a brilliant, multi-faceted gemstone – one that despite its initial flaws is all the more priceless to its owner because of the time, craftsmanship, and detail invested in its creation, says Psuik

…To a Multi-Faceted Gem
“The end result of completing the ViSAT is much like the jeweler displaying his sparkling, new gem on a dark velvet cloth,” explains Psuik. “At first glance you see its beauty, but upon closer inspection you discover it is a multi-faceted work of art.”

What is ViSAT?
Just as each facet of a diamond reveals a different view, the ViSAT can help facility managers uncover a wealth of information at multiple levels about their facility’s safety and security preparedness.

The goal of ViSAT is to raise the level of security preparedness in public assembly facilities across the nation and to establish a solid infrastructure protection standard for the industry. The process, a joint effort between the DHS and IAAM, was developed in conjunction with IAAM’s Best Practices for Safety and Security.

Designed as a security training measure, ViSAT is divided into seven categories:

• Security plans, policies, and procedures
• Security force and security awareness training
• Cargo, personnel, and vehicle access control
• Physical security assets
• Security technology equipment
• Communications security
• Information security

Each category enables the facility manager to collectively evaluate their venue’s strengths, weaknesses, and vulnerabilities to terrorism and also identify priorities for improvement. The survey consists of primarily yes/no questions, with space provided to clarify responses.

It also includes scenarios that will be completed twice. The first time assumes a baseline national threat level of code yellow. The second escalates the threat level to code orange and assumes a special event is underway.

Mining for Treasure
Psuik offers these tips to his peers embarking on the process.

Gather Resources – He recommends facility managers do their homework and have these resources readily available: the building plan, an organizational chart and job descriptions, the emergency response and crisis communications plans, a list of first responders and their contact information, and the strategic plan and forecasted budget for the next five years.

Appoint a Leader – Psuik recommends designating one employee to lead the process and granting that individual the authority necessary to gather additional information from fellow employees, civic, and community resources. “This is a top tier tool,” he says. “Don’t delegate it to the assistant of an assistant.” Brad Mayne, CFE, president & CEO of the American Airlines Center in Dallas, Texas, agrees, noting that thedirector of public safety led the process at his facility.

Assemble Your Team – Both readily admit that more than one individual is needed to complete the task. “The key is collaboration,” said Mayne.

AVSS Coordinator Harold Hansen, CFE, agrees and recommends that facility managers bring together a cross functional team of experts to address each of the seven categories. “Your IT Director may know the ins and outs of your closed-circuit television system, but may not know a thing about the HVAC system,” he said. “That’s why it’s important to assign tasks to your resident experts, who are responsible for making sure their area of the facility operates smoothly.”

Invest the Time – The tool allows facility managers to complete it at
their own pace. Psuik’s team completed the process within seven days. The timeline for completion for Mayne’s team was a few weeks, with the process taking about 12 days in man hours from start to finish. Hansen recommends the team meets once or twice weekly for six to eight weeks to complete the process. “It’s like eating an elephant,” he says. “You can’t finish it overnight, but you can bite by bite over time.”

Be Honest – Honesty is the best policy, says Hansen, who notes that all information provided remains confidential. “This is not about seeing how good you look. It’s about creating an honest picture about the capabilities of your facility.”

Everyone Benefits, So Participate – Using the collected data DHS will establish a baseline for security practices across the country, regardless of the size of the building or the type of event. “The larger the sample, the more meaningful the trend information,” says Hansen, who notes that the agency will use the data to determine the allocation of resources, which includes funding education and grants.

Psuik offers another reason for venues of all sizes to participate. “In major cities where there are multiple buildings your facility may not be the largest,” he says. “That is often not the case in smaller communities. It’s important to realize that your size may make you an attractive target for unwanted activity.”

“It is rare to have an opportunity to get real data about the state of our facilities and industry,” said Mayne. “If everyone will take the time and energy to do this right it would benefit the whole industry.”

Seek Training – IAAM offers several how-to sessions on using the ViSAT software, completing the survey, and utilizing the final report. Sessions will be conducted this August during the annual conference and at the Academy for Venue Safety and Security. To obtain information or register online, visit www.iaam.org/.

Protecting a Precious Treasure: Lives “As facility managers we are responsible for the lives of thousands of people,” said Mayne. “A terrorist attack may not happen today. It may not happen tomorrow, but, more likely than not, some challenging crisis will occur at your facility, so it’s vital to prepared.”

Psuik agrees, “It’s all about protecting our most precious resource, lives.”

Helen Pitts is a Dallas-based writer and strategic marketing communications consultant.

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