Unit 8:COOP Plan and Procedures  Explain purpose of a COOP plan  Propose an outline for a COOP plan  Identify procedures that can effectively support a COOP program Unit Objectives : Unit 8—COOP Plan and Procedures

Definition Plan that supports implementation, management, and execution of a COOP program Unit 8—COOP Plan and Procedures

Purpose of a COOP Plan  To ensure the continued operation of Departments and Jurisdictions and their essential functions  To ensure rapid response to any emergency situation requiring COOP Plan implementation Unit 8—COOP Plan and Procedures

I.Executive Summary II.Introduction III.Purpose IV.Applicability & Scope V.Essential Functions VI.Authorities & References Main Sections of a Viable COOP Plan Unit 8—COOP Plan and Procedures

VII. Concept of Operations VIII. Logistics IX. Training, Testing & Exercising X. Multi-Year Strategy & Program Management Plan (MYSPMP) XI. COOP Plan Certification XII. COOP Plan Distribution XIII. Annexes Main Sections of a Viable COOP Plan (cont.) Unit 8—COOP Plan and Procedures

I. Executive Summary Unit 8—COOP Plan and Procedures  Briefly Outline the Organization and content of the COOP Plan  Describe what it is and whom it affects  Circumstances under which it should be executed  Should discuss the key elements of COOP planning and explain implementation strategies

II. Introduction Unit 8—COOP Plan and Procedures  Should explain the importance of COOP planning to the organization  Discuss the background for planning, citing recent events

III. Purpose Unit 8—COOP Plan and Procedures  Should explain why the organization is developing a COOP plan  Briefly discuss applicable Federal guidance  Federal Preparedness Circular 65  FEMA guidance on COOP plans for State and Local Governments  FEMA COOP plan template instructions  To ensure the continuity of mission essential functions  COOP plan is all hazards

IV. Applicability and Scope Unit 8—COOP Plan and Procedures  Applicability of the plan to the organization as a whole  Should address the full spectrum of potential threats, crises and emergencies (natural as well as man-made)

V. Essential Functions Unit 8—COOP Plan and Procedures  Should be prioritized essential functions that must be continued under any and all circumstances  Establish staffing and resource requirements  Integrate supporting activities  Critical Processes and Services  Develop plan to perform additional functions as the situation permits

VI. Authorities and References Unit 8—COOP Plan and Procedures  List documents that provide legal authority for the plan and briefly summarize the scope of that authority  Reference documents might include those relating to the mission of the department or jurisdiction

VI. Authorities and References (cont)   Some examples are:   Continuity of Operations (COOP) Plan Template, Federal Emergency Management Agency (FEMA)  Continuity of Operations (COOP) Plan Template Instructions, FEMA  Federal Preparedness Circular (FPC) 65, June 15, 2004 Unit 8—COOP Plan and Procedures

VI. Authorities and References (cont)  Interim Guidance on Continuity of Operations Planning for State and Local Governments, May 2004  The State of Maryland, State Agencies Continuity of Operations Planning Manual, January 2004  U.S. General Services Administration (GSA), Draft Continuity of Operations Plan Unit 8—COOP Plan and Procedures

 Phase I: Activation and Relocation (0–12 hours)  Phase II: Alternate Facility Operations (12 hours up to 30 days)  Phase III: Reconstitution (Recovery, Mitigation, Termination) VII. Concept of Operations Unit 8—COOP Plan and Procedures

 Phase I: Activation and Relocation (0–12 hours)  Leadership  Orders of Succession  Delegation of Authority  Devolution  COOP Implementation Decision Process  Alert, Notification and Implementation Process VII. Concept of Operations (cont.) Unit 8—COOP Plan and Procedures

 Phase II: Alternate Facility Operations (12 hours–30 days)  Operations  Mission Critical Systems  Vital Records and Databases  Plan for reconstitution VII. Concept of Operations (cont.) Unit 8—COOP Plan and Procedures

 Phase III: Reconstitution (Recovery, Mitigation, Termination)  Identify the objectives needed to return to normal operations at the primary or a new facility  Should consider appointing a reconstruction manager and team responsible for: Develop space allocation and facility requirements VII. Concept of Operations (cont.) Unit 8—COOP Plan and Procedures

VII. Concept of Operations (cont.) Develop a time-phase plan for orderly return to normal operations Ensure facility is structurally safe Ensure facility is structurally safe Secure space utilizing appropriate State or local procurement process Make necessary notifications Make necessary notifications Transfer information and resources from alternate facility with minimal disruption Transfer information and resources from alternate facility with minimal disruption Unit 8—COOP Plan and Procedures

 Alternate facility (risk assessment completed in advance)  Annex D provides a worksheet to identify facility requirement by critical function  Resource management  Emergency Drive-Away Kits  Employee Support  Transportation, lodging, and food VIII. Logistics Unit 8—COOP Plan and Procedures

IX. Training, Testing, and Exercising Unit 8—COOP Plan and Procedures  Training  Regularly scheduled for all personnel  COOP orientation for new employees  Annual COOP awareness briefing for all employees  Annual team training of COOP team members  Refresher orientation for COOP team at alternate facility  Utilize checklists  Exercise the plan

IX. Training, Testing, and Exercising (cont)  Testing  Program to evaluate the logistical support, services and infrastructure Water, electrical, heating, air conditioning, etc Water, electrical, heating, air conditioning, etc  Vital systems should be tested annually  Alert and notification systems should be tested quarterly Unit 8—COOP Plan and Procedures

IX. Training, Testing, and Exercising (cont)  Exercises  Carefully planned to achieve identified goals  Each exercise builds on the previous one  Incorporates 5 types of exercises: Orientation seminar, drill, tabletop, functional and full scale Orientation seminar, drill, tabletop, functional and full scale  Develop AAR after each exercise Unit 8—COOP Plan and Procedures

X.Multi-Year Strategy and Program Management Plan (MYSPMP) Unit 8—COOP Plan and Procedures  Establishment of review cycles  Designation of a COOP review team  Responsible for overall plan currency  Resolving plan policy issues  Advising department heads and jurisdictions on COOP related matters  Coordination among related plans Things change, so the COOP plan needs to change as well

X.Multi-Year Strategy and Program Management Plan (MYSPMP) (cont)  Conducting training, testing and exercising  Updating plans annually to incorporate lessons learned  Annex S contains sample tables to help organize and manage a multi-year strategy and program management plan Unit 8—COOP Plan and Procedures

XI COOP Plan Certification and Maintenance  COOP plan should be cross-walked against Federal and State plan guidance provided in Annex section of COOP template  Resolution of identified deficiencies should be addressed in the  Resolution of identified deficiencies should be addressed in the MYSPMP Unit 8—COOP Plan and Procedures

XII COOP Plan Distribution  Consideration of other employees and the publics “right-to-know” against OPSEC  Limit distribution based on “need to know”  Distribution strategy can be included as plan Annex Unit 8—COOP Plan and Procedures

 Annex A: Definitions & Acronyms  Annex B: Hazard Vulnerability Analysis  Annex C: Operational Checklists  Annex D: Alternate Facility  Annex E: Relocation Plan  Annex F: Essential Functions XIII Annexes Unit 8—COOP Plan and Procedures

 Annex G: Essential COOP Personnel  Annex H: Orders of Succession  Annex I: Delegation of Authorities  Annex J: COOP Response & Recovery Organization  Annex K: Vital Records  Annex L: Vital Records Protection & Recovery XIII Annexes (cont) Unit 8—COOP Plan and Procedures

 Annex M: Vital Equipment & Systems  Annex N: Communications System  Annex O: Resource Management  Annex P: Emergency Response Plan  Annex Q: Employee & Family Support  Annex R: Training, Testing & Exercises XIII Annexes (cont) Unit 8—COOP Plan and Procedures

 Annex S: MYSPMP  Annex T: COOP Agreements  Annex U: COOP Plan Crosswalk  Annex V: COOP Plan Distribution XIII Annexes (cont) Unit 8—COOP Plan and Procedures

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