Issue Archive: August 2006

Training Facilities for the Next Generation Communications Center

Author: Steven Loomis and Nathan D. McClure

Train like you work… work like you train. This principle sounds like a simple adage; however, lack of proper facility resources places considerable limitations on effective training. Designing highly effective training facilities that permit the maximum amount of flexibility is complex and requires sophisticated planning. The next generation communications center requires training spaces with specifications designed for operational efficiency and effectiveness.

Many training programs include traditional classrooms as well as hands-on training, using equipment in the dispatch center. When programming and designing these facilities, group size and schedule are key space determinants for most training areas. Therefore, accommodating the maximum number of individuals and frequency of room use must first be determined.

Types of Spaces

Several rooms of different sizes may be required to house simultaneous training sessions at an increased frequency. Not many facilities are built to house an entire staff or multiple groups concurrently.

Equipment needs and audio-visual requirements may, to some extent, dictate the size and shape of training areas. It is important for project representatives and designers to review all training needs during the programming phase, as subtle details may dictate additional monitors, larger screens or closer spacing within the room. Certainly as monitor technology changes, alternative configuration options become feasible.

Training facilities for communications centers include several types of spaces to facilitate different instructional modalities. It is recommended to provide accessible flooring in training rooms to accommodate changing technology and room requirements whenever possible. Not every training space is adaptable for swift upgrades or desired for certain spaces.

Classrooms

This space should be multi-purpose to accommodate medium size groups for lecture type (new employee) training. This area should also feature removable tables and chairs so demonstrations (i.e. CPR training) may be performed. All areas should be equipped for audio/visual instruction. For example, smaller training classrooms may contain a large flat screen monitor rather than a projector and screen, which requires more space.

Technology Classrooms (“Live” Training)

Flexibility rests in the ability to go live during community incidents that require additional console usage. This is true for training rooms furnished with dispatch consoles set up and configured for immediate performance with the flip of a switch. Often these rooms are adjacent to the dispatch operations floor for convenient and timely activation during a critical incident.

These spaces can be configured either as a technology classroom with computers and monitors on training tables, or set up as actual dispatch consoles. The instructor has a computer setup using multiple screens to replicate the minimum number of screens a dispatcher or call taker uses to perform shift functions.

The technology training room should be located close to the main public entrance to accommodate outside users entering the facility from additional agencies or jurisdictions. The technology training room may serve separate functions at various periods. As a result of computer arrangements, it is advisable to design the room rectangular in shape, with the long side positioned at the front of the room.

One potential use for a live training area is to serve as an incident command center. This space allows commanders from various agencies to direct operations without actually being in the main dispatch center as they receive critical in-field information.

While the commanders directly observe operations on the dispatch floor, there may be separate monitors set up to display requested information within the room that is not viewed by the entire floor. Second, this room may have a partition wall, which is removed during critical or personnel overflow situations.

The portable wall should be quality construction so when it is in use, it provides greater acoustic privacy between rooms to prevent sound from being transmitted. In all cases, it is suggested the technology classroom have an accessible floor so cabling may be run from room to room easily. Provisions for acoustic separation are important through the accessible floor cavity.

Conference Rooms

These spaces may be arranged for supervisor conferences and smaller group instructional settings. They may also be used as incident command centers or break out spaces for emergency operations centers. Smaller multi-purpose instructional configurations are typical for this type of space.

User Support Spaces

• Police Training Materials Storage
• Library or Media Spaces
• Fire Training Materials Storage
• Audio-Visual Equipment Rooms
• Kitchenettes
• Chair and Table Storage
• Pre-function (Gathering) Spaces
• Vending and Break Areas

Important Design Considerations

Flexibility and Expansion

Live training spaces also provide a great deal of flexibility to plan for future growth of dispatch facilities. It is highly challenging, if not impossible, to expand existing dispatch centers while they are occupied. Live classrooms are an ideal expansion alternative when the existing dispatch center requires additional consoles, as existing portable walls are removed to create additional floor area. Meanwhile, additional training spaces can be constructed as an addition or reconstituted in existing training spaces within the center.

Conversely, most training spaces in centers are designed to be the most flexible areas within the facility during the programming phase when occupancy and size are determined. Many training rooms are designed for multiple configurations.

Some methods for achieving flexibility in communication centers include the following:

• Arrange training spaces closer to the staff or escorted visitor entrance;
• Group several smaller training rooms together and provide operable partitions to double or triple the size of the space;
• Provide movable type seating and tables for ease of arrangement and reconfiguration; and
• Provide plenty of open walls with space for writable surfaces or projection space.

Technological Connectivity

Technical training requires computers and training consoles set up in a semi-fixed mode to eliminate extensive set-up and reconfiguration. Training consoles should be set up in a configuration used on live consoles. To facilitate maximum flexibility and connectivity, the following features should be incorporated into the structure:

 

• Access floor for ease of access for wiring to and from consoles or computer workstations;
• Plan for all required technology including Audio-Visual systems;
• Provide for wireless access with the training areas and employee spaces;
• Comply with all grounding requirements similar to the dispatch floor; and
• Use wire trays or structured cabling to eliminate wire spaghetti.

Multiple Use

Training spaces are frequently designed for multiple purposes. Classrooms may become the emergency operating center

(EOC) for a community. Frequently, this is a cost-effective use of the space.

It is important that additional uses be considered in the design phase so the need of these spaces are accommodating. For example, if the classroom is expected to be used as an EOC, it is important to provide the voice and data connectivity needed when the function is activated. Much of the technology needs for a classroom will also be needed for an EOC. Visual displays, for example, are needed for both uses.

Live training facilities can also be used (as previously noted) to provide overflow positions for use during busy periods in the communications center. Another use of a live training area is a backup public safety answering point (PSAP) for a neighboring jurisdiction.

This option is a reasonable, cost-effective solution to provide a fully-functional alternative location far enough from the primary facility to mitigate, if not entirely eliminate, the affects of the same incident. Recent surveys reveal many critical communications centers do not have adequate backup facilities or operational plans.

Furnishings

Furnishings are an important consideration for a proper training environment and   may contribute to room flexibility. Technology integration is important to take into account as well. Training tables may be specified with a wire management channel to accommodate power and data cabling. Training tables should be no deeper than 24 inches, and may be configured in a variety of ways to suit each training objective. These tables should fold to store on a cart or may simply nest without a cart when not used to save potentially valuable storage space.

Chairs designed specifically for training rooms usually have padded seating and backing, casters and a flexing back to offer some of the comforts of a larger task chair while using less space. These chairs also stack or nest when not in use. Presentation podiums are increasingly sophisticated technologically and computer cabling may also contain audio-video or additional room controls such as handicap accessibility to use a lift mechanism in the unit.

Support areas for training spaces must be planned carefully to experience the greatest amount of flexibility to store furniture, training materials and equipment. This includes space to house tables, chairs and audio-visual equipment.

Often kitchenettes or coffee bars are provided in adjacent areas to facilitate training luncheons for extended working sessions. Circulation spaces such as adjacent hallways should be designed to hold a larger number of people during pre-function gatherings and session break periods.

Operational Growth

The next generation dispatch center has a great need: flexible training spaces functional and adaptable to technological advances and changing modes of operations. Technology intensive spaces are important and must be programmed and planned carefully to serve unique purposes. While the requirements dictate physical configurations within the room, these spaces provide great potential for future growth and program alternatives.

Steven E. Loomis, AIA, is an assistant vice president for Hayes, Seay, Mattern & Mattern, Inc. (HSMM) (Roanoke, VA), an architectural and engineering firm. His experience includes programming, planning and design of public safety facilities nationally. He can be reached at sloomis@hsmm.com.

Nathan McClure, MPA, ENP, is a senior communications operations specialist with CTA Communications, Inc. (Lynchburg, VA). He has more than 38 years of experience in public safety communications. He can be reached at nmcclure@ctacommunications.com.

Example Construction Criteria

For General Services Administration (GSA), the unit costs for conference/classroom space are based on the construction quality and design features in the referenced GSA Unit Cost Study table at www.wbdg.org.pdfs/. This information is based upon the GSA benchmark interpretation.

Typical Construction Costs

According to RS Means 2006 Square Foot Costs, the average cost for training rooms and classrooms (roughly equivalent to police facility listed) is $182.95. This is an average cost and will vary significantly depending on the overall building size, construction type and structure and region of the country. Visit www.rsmeans.com to use the quick calculator for average costs per facility type for specific areas.

Case Study: Oklahoma City Emergency Communications Center

Client: City of Oklahoma City, OK

Location: Oklahoma City, OK

Project Size: 25,300-square-feet

Cost: $4,651,000 (2004)

Challenge: Training for combined police and fire communications center with a limited budget for enclosure within tornado storm hardened structure.

To accommodate live console training and classroom instruction, designers and Oklahoma City officials developed a solution to locate the facility training consoles immediately adjacent to the dispatch floor. This design solution allows for future expansion as the need arises.

The space is further subdivided into two separate areas: one for dispatch consoles, the other for classroom seating. The live training room accommodates six to eight positions along with a lead trainer. Internal windows provide visual connection with the dispatch room floor while providing acoustic separation. The adjacent small classroom will accommodate training for approximately 10 people, and may be configured in several arrangements.

Relevant Codes and Standards

General Services Administration

• Facilities Standards for the Public Buildings Service, P-100 www.wbdg.org/ccb/
• International Building Codewww.ihserc.com/cgi-bin/

Major Resources

WholeBuildingDesign Guide

• Conference www.wbdg.org/design/conference.php
• Training www.wbdg.org/design/training.php

Building Types

• Education www.wbdg.org/design/educational.php
• Library www.wbdg.org/design/libraries.php
• Office Building www.wbdg.org/design/office.php
• Research Facility www.wbdg.org/design/research.php

Design Objectives

• Accessible: Plan for Flexibility www.wbdg.org/design/plan_flexibility.php
• Functional/Operational: Account for functional needs www. wbdg. org/ design/ account_ spatial. php
• Productive: Integrate Technological Tools www.wbdg.org/design/integrate_tools.php

Organizations and Associations

• National Clearinghouse for Educational Facilities www.edfacilities.org/
• Resource Lists: Classroom Design www.edfacilities.org/rl/
• Classroom Acoustics www.access-board.gov/acoustic/

Publications

• Architectural Graphic Standards, 10thEdition. Charles Ramsey, Harold Sleeperand John Hoke. New York, NY: John Wiley& Sons, Inc., 2000.