CONTINUITY OF OPERATIONS PLANNING WORKSHOP #1

Workshop Overview Workshop #1 What is a COOP? The “Plan” Workshop #2 Implementation, Recovery Strategy, and Reconstitution Workshop #3 Training, Testing and Evaluation

“Let our advanced worrying become our advanced planning” - Winston Churchill

Through the efforts of the last 50 years FEMA has dealt with national disasters and continuous planning for public emergencies West Mid floods (SLG 101) Hurricane Katrina and Rita (NIMS National Response Network) Sept. 11 (CPG 101) Presidential Directive Hurricane Hugo CPG18

Continuity of Operations and Continuity of Government  COOP and COG terms conceived during the Cold War as a way to ensure that the U.S. government would be able to continue in case of nuclear war  Continuity planning was a requirement for state and local governments under the Civil Defense program mandates  Today, COOP planning remains an important planning requirement. COOP and COG planning will help ensure government services in the face of any hazard.

The value of planning rests in its proven ability to influence events before they occur

Why a COOP Plan? Good business  Planning requires college personnel to review functions critical to the our mission  Planning process allows consideration of threats that could impact the college and planning for them  Allows determination of vital resources such as personnel and others to support the colleges essential functions  Plans for safety of all personnel

Your individualized plan must reflect what your AREA will do to protect itself from its UNIQUE hazards with the UNIQUE resources it has or can obtain

There is a difference…. “Putting out the fire” “Putting out the fire” Immediate response and damage control “After the fire is out” “After the fire is out” Emphasis on recovery and resumption of services

CONTINUITY CONTINUITY OF OF OPERATIONS OPERATIONS PLAN PLAN

Part of a Complete Emergency Management Program  Utilize “all hazards” approach  Addresses four phases of emergency management  Mitigation  Preparedness  Response  Recovery

Ensures continuity of a Department’s or essential functions and services  Across wide range of events and emergencies  COOP planning is a fundamental mission  Ensures continued performance of essential functions

COOP is NOT:  Agency Emergency Management Plan (EMP)  EMP addresses occupant safety not COOP, but may be activated at the same time  COOP is different than Continuity of Government (COG)  COG is at Federal level departments and agencies activities at specific designated offices  COOP support continuity mission of all offices

Objectives of your COOP  Ensure continuous performance of essential functions during “non normal” conditions  Ensure the safety and reduce stress among employees  Minimize harm (physical, financial, and psychological) to those who depend on your services  Protect essential facilities, equipment, records, and assets  Minimize damages and losses  Reduce disruption of operations  Achieve a timely and orderly recovery from a crisis

Plan Elements Essential Functions Orders Of Succession Human Capital Management Vital Records Communications Alternate Facilities Delegations Of Authority Recovery Testing Training Devolution

MUST:  Be able to implement plan with out warning  Operational within 12 hours; SOP may be “stood down” via delegation of authority  Maintained for up to 30 days; may include alternate sites, systems, databases and vendors  Have personnel tested on your COOP  Update testing on a regular basis

Family Support Planning  Agency leaders must encourage all personnel to plan for family safety and security during COOP operations  During a response employees need to focus on maintenance of functions not concerned with potential family safety issues  Remember those with special needs, both employees and those with family members who may need assistance  Activate an information call in number for employees

Go-Kits  Personnel and their families should develop and maintain a Go-Kit to use during emergency  Suggestions include:  Personal items  Water and food, needed medications, clothing …  Financial and legal documents (water proof container) that cannot be easily replaced  Name and phone numbers of contacts out of area  Personal Preparedness Plan

REVIEW  Capable to implement without warning  Operational 12 hours after activation  Operation sustained for 30 days  Regular scheduled testing, training and exercise of staff and equipment  Alternate facility location  Maintenance and review of COOP capabilities  Advantage of telecommuting, shared facilities and work-at-home

COOP Plan

Objectives  Continuous performance of essential functions during “non-normal conditions”  Ensure safety and reduce stress among employees  Protect facilities, equipment, records  Minimize losses and damage  Reduce disruptions to the system

Objectives  Plan for all departments; not just IT  Orderly recovery to resume service  Minimize harm (physical, financial, psychological) to clients whom your services benefit Source: Federal Preparedness Circular 65 (FPC 65)

Your Plan Plan Development is a team effort to specify how the operational components of the plan will be implemented

COOP Planning  Capable of implementation with little or no warning  Operational within 12 hours  Maintain sustained operations up to 30 days  Provide regular risk analysis of current alternate operating facilities  Plan for existing field infrastructures and other options

COOP Planning  Cross training, telecommuting, working at home, shared facilities  Consider distance of the alternate facilities from primary  Include regular testing, training and exercise of personnel, equipment and systems  Include maintenance, review and revision of COOP capabilities

Plan Components  Project Initiation  ID of Essential Functions  Design and Development  Implementation  Training, Testing and Exercises  Execution  Revision and Maintenance

Staff  Often the same people who will be implementing COOP plans are responding to the emergency that resulted in a COOP activation  Create a management structure, which includes staff that will be divorced from the emergency response

Staff  Notification and communication requirements for these employees must be addressed as part of the plan  Required “Go kits” at the ready with necessary equipment and personal items  Family preparedness issues must also be addressed

Involvement A team effort to specify how the operational components of the plan will be implemented.  Senior management  COOP coordinator  COOP planning team

COOP Planning Team  Team effort representing all levels  Department/Office Leaders  COOP Program Manager (Emergency Coordinating Officer)  Emergency Relocation Group (ERG)  Non-ERG personnel

Department/Office Leaders  Plan and ensure agency is capable of carrying out each function related to the COOP  Complete oversight of:  Planning  Activation  Reconstitution  Senior Managers may delegate many responsibilities; however overall accountability remains with them

Disruption scenarios  Loss of database  Facility unavailable  Loss of communication systems (including computers)  Loss of vendor services  Loss of staff

Program Phases Phase 1: Planning Phase II: Development Phase III: Operation Phase IV: Execution Needs Awareness Assessment Plan ConstructionOngoing plan awareness Plan activation Advance Planning Plan testingTraining of key participants Risk & Vulnerability Assessment Plan Implementation Plan Maintenance Plan Design

Components of Plan - Review  Reference to general COOP planning requirements  Description of essential elements  Identify resources required for each element  Discussion of specific management and policy issues  Timelines for establishment of COOP capability and approval  Endorsement by leadership  Budget

Plan Maintenance/Budget Budget developed considers costs of:  Plan/procedure development  Alternate facility  Interoperable communications  Tests, training, and exercises  Logistics and administration  Security  MOUs /MOAs

Distribution of Plan Remember this is a team activity. Everyone gets a plan and knows the plan!

Maintenance Tasks:  Cross training key individuals and teams  Conducting regular/refresher COOP exercises to include a variety of hazards and types of training  Institution of multi-year process ensuring regular update

Working Document Comprehensive debriefing and after-action reports should be completed with lessons learned incorporated into plan, training, and exercises.

COOP Tool

COOP FUNCTION Worksheet

COOP TEMPLATE COOP TEMPLATE