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Pandemic: Continuity of Operations & Business Continuity Stanislaus Operational Area Gary Hinshaw Fire Warden/Office of Emergency Services Stanislaus County.

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Presentation on theme: "Pandemic: Continuity of Operations & Business Continuity Stanislaus Operational Area Gary Hinshaw Fire Warden/Office of Emergency Services Stanislaus County."— Presentation transcript:

1 Pandemic: Continuity of Operations & Business Continuity Stanislaus Operational Area Gary Hinshaw Fire Warden/Office of Emergency Services Stanislaus County

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3 Agenda Basic Continuity Planning Assumptions Basic Continuity Planning Assumptions Pandemic Planning Assumptions Pandemic Planning Assumptions Planning Stakeholders Planning Stakeholders Planning Challenges Planning Challenges Plan Elements Plan Elements Lessons Learned Lessons Learned

4 Basic Assumptions Definitions Definitions Continuity of Operations Continuity of Government Business Continuity Continuity of Operations generally has two assumptions: Continuity of Operations generally has two assumptions: Back to “business as usual” within 30 days or less Go from the “affected” site to the “unaffected site” and resume operations  Neither apply with a Pandemic.

5 Pandemic Planning Assumptions Up to 40% peak absenteeism Up to 40% peak absenteeism Possibly greater for “frontline” public safety and service workers May last as long as 18 months with up to three waves May last as long as 18 months with up to three waves Greatest impact in the first four months Critical functions often depend on contractors and vendors Critical functions often depend on contractors and vendors Social infrastructure: stressed but functional Social infrastructure: stressed but functional Potential long-term closures: schools, churches, events, malls, etc. Potential long-term closures: schools, churches, events, malls, etc.

6 Pandemic Planning Assumptions Less than six weeks warning Less than six weeks warning No remedies immediately available No remedies immediately available Antivirals (Tamiflu) in short supply Vaccines take 6 to 9 months to develop Mutual Aid – availability of resources Mutual Aid – availability of resources

7 Continuity Planning Stakeholders Emergency/Continuity Planner Emergency/Continuity Planner Human Resources Human Resources Security Security Safety Safety Travel Travel Public Information Public Information Purchasing Purchasing Legal Legal Telecommunications Telecommunications Risk Management Risk Management Executive Executive

8 Organizations Requiring COOP Planning Public Safety Agencies Public Safety Agencies Law EnforcementLaw Enforcement FireFire Emergency Medical ServicesEmergency Medical Services Public Safety Answering Points (Dispatch Centers)Public Safety Answering Points (Dispatch Centers) Public WorksPublic Works Public HealthPublic Health Government Government Human ResourcesHuman Resources TelecommunicationsTelecommunications Information TechnologiesInformation Technologies Executive BoardExecutive Board Private Sector Private Sector UtilitiesUtilities MedicalMedical ServiceService Small businessSmall business

9 Planning Challenges: What are Essential Functions? Those programs or people that enable an organization: Those programs or people that enable an organization: Provide vital servicesProvide vital services Exercise civil authorityExercise civil authority Maintain safetyMaintain safety Sustain the economySustain the economy Examples Examples CommunicationsCommunications EvacuationEvacuation ShelterShelter Medical servicesMedical services WaterWater TransportationTransportation

10 Planning Challenges Category I Category I Essential - must be at workEssential - must be at work Category II Category II Essential - can work at homeEssential - can work at home Category III Category III Non-essential - can work at homeNon-essential - can work at home Category IV Category IV Non-essential – no need to work at homeNon-essential – no need to work at home

11 Planning Challenges Category I Needs: Category I Needs: Social DistancingSocial Distancing Personal Protective Equipment (PPE)Personal Protective Equipment (PPE) Hygiene EducationHygiene Education Spread among shifts, work spacesSpread among shifts, work spaces Employees clean areas frequentlyEmployees clean areas frequently Eliminate all face-to-face meetingsEliminate all face-to-face meetings Reduce/Eliminate contact with publicReduce/Eliminate contact with public

12 Planning Challenges Category II Needs: Category II Needs: Broadband connectionBroadband connection County sponsored computersCounty sponsored computers Work from home 1 day/monthWork from home 1 day/month Demonstrate ability in advanceDemonstrate ability in advance County IT support for the homeCounty IT support for the home Internet capacityInternet capacity

13 Planning Challenges Category III and IV: Category III and IV: Not working? How long do you pay them? Partial pay?Not working? How long do you pay them? Partial pay? Benefits?Benefits? Bargaining unit agreements?Bargaining unit agreements? Other roles?Other roles?

14 Planning Challenges Other issues: Other issues: Employees refuse to come to work?Employees refuse to come to work? Family sick but employee is well – come to work?Family sick but employee is well – come to work? Getting sick – workers comp issue?Getting sick – workers comp issue? Day care?Day care? Jobs with face-to-face public exposure – liability?Jobs with face-to-face public exposure – liability? Restrict travel on days off?Restrict travel on days off? Communicating with employeesCommunicating with employees Updated contact infoUpdated contact info

15 Planning Challenges: Public Info Who Who What What How How Public Education & Outreach = Key

16 Planning Challenges: Security Visitor restrictions / screening Visitor restrictions / screening WhenWhen HowHow ExceptionsExceptions AuthorityAuthority Training Training Personal Protective EquipmentPersonal Protective Equipment Personal HygienePersonal Hygiene

17 Planning Challenges: Facilities Janitorial Janitorial Cleaning proceduresCleaning procedures PPEPPE DisinfectantsDisinfectants Contract limitsContract limits HVAC HVAC FiltersFilters Recycled airRecycled air

18 Planning Challenges: Purchasing New, scarce, numerous equipment New, scarce, numerous equipment PPEPPE DisinfectantsDisinfectants Supply chain analysis Supply chain analysis Critical supply providersCritical supply providers What if? Ports, UPS closed, etc.What if? Ports, UPS closed, etc. Mail and Print Services Mail and Print Services

19 Planning Challenges: Risk Management Insurance Insurance Coverage for loss, disruptionCoverage for loss, disruption If not, do you need/want it?If not, do you need/want it? Revenue Revenue Model 10-30% for 90-120 daysModel 10-30% for 90-120 days Model long-term loss (>18 months)Model long-term loss (>18 months)

20 Planning Challenges: Management Approval / Support Define role of senior management Define role of senior management Write plan and seek approval Write plan and seek approval Cost estimate to implement Cost estimate to implement Commitment to Plan Development Commitment to Plan Development Funding Funding On going process On going process

21 Planning Challenges: Emergency Management Virtual EOC – Distributed Operations Virtual EOC – Distributed Operations TelecommunicationsTelecommunications Conference callsConference calls Web meetingsWeb meetings E-mailE-mail Web siteWeb site Succession planning (Continuity of Gov’t) Succession planning (Continuity of Gov’t) EOC teamEOC team Senior executivesSenior executives

22 Planning Challenges: Implementing the Plan Employee education Employee education Supplies and equipment Supplies and equipment Planning team tabletop exercise Planning team tabletop exercise Test and validate Test and validate Work from homeWork from home TelecommunicationsTelecommunications EOC tabletop exercise EOC tabletop exercise Management status briefings Management status briefings

23 Plan Elements Purpose and Objectives Purpose and Objectives Supporting Plans Supporting Plans Planning Assumptions Planning Assumptions Prepare stage Prepare stage Response stage Response stage Recover stage Recover stage Annex Annex

24 Plan Elements Purpose and Objectives Purpose and Objectives Reduce transmission of virus among employees, clients, and partnersReduce transmission of virus among employees, clients, and partners Minimize illness among employees and clientsMinimize illness among employees and clients Maintain mission-critical operations and servicesMaintain mission-critical operations and services Minimize social disruption and economic impactsMinimize social disruption and economic impacts

25 Plan Elements Supporting Plans Supporting Plans State/Federal Emergency Operations PlansState/Federal Emergency Operations Plans Local City/County EOP’sLocal City/County EOP’s State/County Pandemic PlansState/County Pandemic Plans Corporate PlansCorporate Plans Business Resumption PlansBusiness Resumption Plans

26 Plan Elements Planning Assumptions Planning Assumptions Time PeriodTime Period Prevention and TreatmentPrevention and Treatment StaffingStaffing Vendors of services and/or productsVendors of services and/or products

27 Plan Elements Prepare stage Prepare stage Authorities and ProtocolsAuthorities and Protocols Operations AssessmentOperations Assessment Job FunctionsJob Functions Pandemic PoliciesPandemic Policies Product and Services VendorsProduct and Services Vendors Employee CommunicationsEmployee Communications Infection Control and PreventionInfection Control and Prevention Client CommunicationsClient Communications

28 Plan Elements Response Stage Response Stage Activation and CommandActivation and Command OperationsOperations Job FunctionsJob Functions Pandemic PoliciesPandemic Policies CommunicationsCommunications Infection ControlInfection Control

29 Plan Elements Recover stage Recover stage ActivationActivation OperationsOperations Process AssessmentProcess Assessment CommunicationsCommunications

30 Plan Elements Annex Annex Pandemic Influenza Planning TeamPandemic Influenza Planning Team Authority and ProceduresAuthority and Procedures Essential OperationsEssential Operations Essential Job FunctionsEssential Job Functions Pandemic PoliciesPandemic Policies Management of Ill EmployeesManagement of Ill Employees Product and Services VendorsProduct and Services Vendors Information Dissemination PlanInformation Dissemination Plan Informational MaterialsInformational Materials Infection ControlInfection Control

31 Lessons Learned - Katrina Continuity of operations at the local level Continuity of operations at the local level Unified command not properly exercised at all levels Unified command not properly exercised at all levels Loss of communication systems breakdowns Loss of communication systems breakdowns Emergency management software Emergency management software Local Emergency Operations Plans, are they viable? Local Emergency Operations Plans, are they viable?

32 Lessons Learned - Katrina Evacuation plans for medical community Evacuation plans for medical community Formalized mutual aid plans for regional, state and federal resources Formalized mutual aid plans for regional, state and federal resources Permanent staffing dedicated to emergency management Permanent staffing dedicated to emergency management

33 What can you do now Stay informed Stay informed Have a plan Have a plan Keep a list of emergency services numbers Keep a list of emergency services numbers Add to your current emergency supplies kit Add to your current emergency supplies kit Take care of yourself Take care of yourself Have a plan for work and school Have a plan for work and school Be prepared to care for someone who is sick at home Be prepared to care for someone who is sick at home

34 Lessons Learned - Katrina Emergency Operations Center Emergency Operations Center Emergency Support Functions (ESF) work areas outside of EOC’s Emergency Support Functions (ESF) work areas outside of EOC’s Public Information Plan Public Information Plan Joint Information Center Joint Information Center

35 Los Angeles - Flu Season 1997-1998 Public asked to avoid unnecessary ER visits Public asked to avoid unnecessary ER visits “Hospitals full and bursting at the seams!” “Hospitals full and bursting at the seams!” “People just kept coming in, but not enough beds, gurneys, or ventilators.” “People just kept coming in, but not enough beds, gurneys, or ventilators.” Emergency staff working double shifts and sick Emergency staff working double shifts and sick

36 Conclusion Conclusion Emergency Management is like herding cats! Emergency Management is like herding cats! Together we are stronger than individually Together we are stronger than individually Preparing is our front line of defense Preparing is our front line of defense Communications is key Communications is key Questions Questions


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