Presentation on theme: "Gaining Senior Leadership Support for Continuity of Operations"— Presentation transcript:
1 Gaining Senior Leadership Support for Continuity of Operations Training GuideGaining Senior Leadership Support for Continuity of Operations
2 Briefing Guide Objectives and Contents Explain Legal AuthoritiesProvide an understanding of Continuity operationsEmphasize the benefitsExplain the importance of and need for securing support from senior leadership and decision makersEmphasize the need for viable Continuity planning considerations for organizationsDescribe role of LeadershipSummarize the Continuity ProgramInstructor Notes:Review each section with the audience and convey the importance of the objectives for the briefing guide.
3 Senior Leadership Video Continuity Connection: Gaining Senior Leadership Support by Eric KretzInstructor Notes:Stress to the audience that they need to know and understand the agency mission, goals and objectives. Agency leadership needs to embrace and understand Continuity of Operations, and that continuity must be a part of the agency’s strategic planning process. The leadership, management and employee’s missions must be directly related to the overall agency’s strategic plan in order to achieve a successful continuity program.(Note: To access the video go to the address link:Continuity Connection: Gaining Leadership Buy-In)
4 What makes a successful Continuity Program? Instructor Notes:Allow the audience to respond before moving to the next slide. Comment in the affirmative regarding responses from the audience and then move to the next slide.
5 A Successful Continuity Program Commitment to Continuity operations articulated by senior leadersAgency/organization culture that supports Continuity readiness and preparednessViable Continuity capability and executable Continuity planClearly defined planning priorities and budget processCoordination, collaboration, and information sharing with internal and external stakeholders Senior leadership expectations managedEffective facilities management processCommitment to Test, Training and Exercise Program and Corrective Action ProgramInstructor Notes:The overall success of a continuity program is measured in the following manner:The operating culture of the agency changes from reactive to proactive.The budget and resource planning process is institutionalized.The continuity plan is integrated into the agency’s planning priorities.Ensure that the stakeholders impute is included.The goals, objectives and initiatives must be real and obtainable.The issues related to primary and/or alternate space must be addressed.The Test, Training and Exercise and CAP can only be successful if the executive leadership supports the continuity program.
6 Why should senior leadership support Continuity planning? Instructor Notes:Remind the audience that Senior Executives are in the position of ensuring that the Continuity planning process is designed to carry out each of the agency’s functions related to the COOP program.Senior executives convey support for continuity by communicating to employees that they are working in a well organized, safe and secure environment every day. Having a robust and well developed continuity plan that is supported by senior executives should help with the message.
7 Senior Leadership Support for Continuity Senior leadership should support Continuity because it:Ensures the capability of continuing agency essential functions during a wide range of potential emergenciesEnsures critical planning gaps, budgetary, and management challenges are identified and addressedSupports good business practiceSenior leadership support ensures:Protocols are established for vital records backup in a secure environmentDesignated responsibility for developing a “Go Kit”Agency/organization participation in a Continuity Test, Training and Exercise (TT&E) program and Corrective Action ProgramIdentification of communication and IT requirementsInstructor Notes:Stress to the audience the need to convey to senior leaders that having a continuity plan is a good business practice that will enable their agency to continue essential functions in the event of an emergency.Emphasize that due to the current international and national threat levels have increased the need for Continuity planning at all levels of government and the private sector.Give a relevant and timely example(s) to the audience. Use international, nation, regional or local continuity related incidents.Example:September 1, 2010: The senior leadership from the Discovery Channel in downtown Silver spring, Maryland was faced with an active shooter and employee hostage situation. The emergency notification system was activated immediately, and the building was evacuated. The suspect, however, was holding three people hostage in the lobby of the building. During the hostage negotiation law enforcement was able to eliminate the suspect and the hostages were not harmed. One of the Senior Vice President’s for the Discovery Channel indicated that the organization had activated their Continuity and Emergency Response plan, which was instrumental in protecting and saving the lives of the employees, staff and building security.Explain to the audience the importance of having a comprehensive and rigorous Test, Training and Exercise Program (TT&E) and Corrective Action Report (CAP) process.Ask for audience response.
8 How to gain senior leadership support for Continuity? Instructor Notes:Allow the audience time to respond before moving to the next slide.Remind the group that when briefing to senior leaders to let them know that you understand they are very busy. While continuity may not be touched on a daily basis it does play a major role in protecting their business assets. Continuity planning is like insurance.
9 Gaining Senior Leadership Support for Continuity Gaining senior leadership support for Continuity requires Continuity Program Managers to:Demonstrate the value of Continuity to the agency/organization missionEnsures the capability of continuing agency/organization essential functions during a wide range of potential emergenciesProtects the staff, facilities, and the Return on Investment (ROI)Identify legal requirements, mandates, and guidance for implementing a Continuity programNCPIP and FCD 1 (Federal Government) and CGC 1 (non-Federal entities)Ensure compliance with applicable Executive OrdersInstructor Notes:Remind the audience that when briefing to senior leaders they typically will have only a few minutes to convey the continuity message because senior leaders are very busy. Stress to the audience the need for them to explain that continuity may not be touched by the agency on a daily basis, continuity planning plays a major role in protecting agency's assets and business operations. Indicate to the audience relating the idea of continuity planning to having life, auto and health insurance would be an effective approach for conveying their message.Stress to the audience how important it is to explain the ‘Return on Investment’ (ROI) for continuity to senior leaders.Definition of reference document:NCPIP-National Continuity Policy Implementation PlanFCD-federal Continuity DirectiveCGC-Continuity Guidance Circular
10 How can senior leadership assist in the Continuity process? Instructor Notes:Allow the audience time to respond before moving to the next slide.
11 Senior Leadership Assistance for the Continuity Process: Continuity Coordinator Appoint a Continuity Coordinator who will:Direct the work of the Continuity Program Manager to create a seamless Continuity planning environmentServe as executive team liaisonSignatory for approved Continuity budget requirementsBrief senior leadership on Continuity planningApprove the Continuity planApprove the Multi-Year Strategy and Program Management PlanInstructor Notes:Remind the audience that senior leaders are in the position of ensuring that the Continuity planning process is designed to carry out each of the agency’s functions related to the COOP program.Senior leaders convey the message of support for continuity by communicating to management and employees that they are working in a well organized, safe and secure environment every day. Having a robust and well developed continuity plan that is supported by senior leaders will help with getting the message out.Remind the audience that the Continuity Coordinator comes from the ranks at the senior leadership Level. It is critical that the senior leaders understand that without these vital elements listed above the continuity plan will not achieve its primary goal of preparing the agency to continue its functions in the event of an emergencyRemember to explain in some detail each of the roles as presented above. Stress the importance of having each of the elements included in the Continuity plan. The elements are linked and must be supported in order to produce a viable and well designed Continuity plan
12 Senior Leadership Assistance for the Continuity Process: Continuity Program Manager Appoint a Continuity Program Manager who will:Establish Continuity as priorityServe as agency/organization Continuity subject matter expertIdentify and prioritize the essential functionsIdentify successor and delegations of authorityProvide guidance and oversight for developing agency/organization Continuity plan and manage plan review, revision, and update processSubmit the Continuity plan for approvalDevelop long-term Continuity budget and ensure budgetary support recommendationsInstructor Notes:Summarize the responses by explaining that the Continuity Program Manager:Serves as the agency’s point of contact (POC) day to day continuity program manager.Serves as the liaison to all organizational elements and components.Responsible for developing the continuity plan.Responsible for the review, update and re-evaluation process.Responsible for all activities that enable the agency to perform EF’s in any situationResponsible for coordinating development of the continuity of operations program budget.Participates in organizational planning, testing , training, and exercising of the Continuity program and the Corrective Action Report.
13 Senior Leadership Assistance for the Continuity Process: Continuity Program Manager (cont’d) Appoint a Continuity Program Manager who will:Prepare the Multi-Year Strategy and Program Management Plan if requiredCoordinate with agency/organizations operations and emergency manager to ensure performance of essential functions in an all-hazards environmentCritical Continuity Program Manager skills:Business managementInterpersonalCommunication and facilitationCoordination and collaborationTeam buildingPlanningInstructor Notes:Take the time to review the critical skills required of the Continuity Program Manager:Business management Skills: Assessment , data collection, analysis, and developing funding needs and justifications-all concluding with a clear return on investment projection.Interpersonal skills: The ability to adapt executive and communication styles to based on planning team.Communication skills: The ability to effectively communicate orally and in writing.Facilitation skills: The ability to negotiate and find a middle ground.Coordination/Collaboration: The ability to bring key stakeholders together for buy in agreements.Team Building: The ability to effectively work with individuals with varying skill sets and levels of expertise.Planning: The ability to manage time, program/project development, coordinate, collaborate, and communicate with a planning process.
14 What are senior leadership Continuity responsibilities? Instructor Notes:Allow the audience to respond before moving to the next slide.
15 Senior Leadership Continuity Responsibilities Senior Leaders are responsible for:Creating a Continuity culturePromoting and emphasizing the importance of a viable Continuity programApproving and authorizing essential functionsEstablishing orders of succession and delegations of authorityApproving Emergency Relocation Group (ERG) personnel, ensuring ERG positions are filled, and the call-down roster is maintainedPromoting family support planningInstructor Notes:Remind the audience that senior leaders are responsible for:Identifying and prioritizing the agency’s Essential Functions (EF’S). Senior leaders are closely attuned to their essential functions. Identifying and prioritizing the EF’s facilities the overall planning process.Establishing the order of succession and delegations of authority. This process is very important and the senior executive must determine who will take charge if something happens to them and create provisions for the transfer of authority if required.The approval and selection of Emergency Relocation Group (ERG) members. Ensure that the ERG Roster and call down list is accurate and current. Ensure the ERG positions are filled at all times and members are fully trained, equipped, and ready.The coordination of interagency continuity efforts and initiatives with policies, plans, and activities in accordance with the agency’s mission.Promoting family planning. Senior leaderships should always consider the care, protection and well being of their employees family. Studies have shown that employees who know that family members have been cared for will be more productive under stressful situations.
16 Senior Leadership Continuity Responsibilities (Cont’d) Senior Leaders are responsible for: (Cont’d)Supporting and approving Continuity planning activities, to include test, training, and exercises; reconstitution; and devolution planning and a Corrective Action ProgramCreating protocols and identifying triggers for Continuity plan activationCoordinating interagency Continuity efforts and initiativesInstructor Notes:Cont’d from slide 15The activation of the continuity plan and ensuring that emergency notification took place.Ensuring the Reconstitution program is initiated and coordinating with the Reconstitution Manager.The coordination of interagency continuity efforts and initiatives with policies, plans, and activities in accordance with the agency's mission.The approval and selection of Emergency Relocation Group members (ERG). Ensure that the ERG roster and the call-down list is current. Ensure the ERG positions are filled at all times and members are fully trained, equipped and ready.
18 Activity/Role Play: Gaining Senior Leadership Support Instructions:Work in small groups at your table to complete this activityConsider your agency’s/organization’s Continuity strengths and challengesBased on your Continuity planning knowledge, identify three critical points you would use to “sell” Continuity planning to your senior leadersForm teams of two within the group to complete this role-play activity. Assign one person to be a Continuity Program Manager and the other a senior leaderContinued on next slideInstructor Notes:Below is a list of sample questions that can be used to get this activity started.What challenges are you facing in establishing or maintaining a continuity program?Where do you stand in the hierarchy?Why were you assigned this task by the agency?What mission does your organization perform?Is your mission fully supported in the organization’s budget?How do you overcome these challenges?Who is responsible for convincing the Senior Executives?Have you reviewed any case studies?Have you considered the return on investment?What can FEMA do to assist you ?Write down the responses and discuss them with the audience. Use examples from the audience to answer these questions.Explain to the audience that senior executives must clearly understand the return on investment for supporting a continuity program.Use the “Benefits of Continuity Programs” slide (#7) from the senior executive briefing presentation to deliver the message.
19 Activity/Role Play: Gaining Senior Leadership Support (Cont’d) Instructions:Scenario: The agency/organization hired a Continuity Program Manager to develop the Continuity plan and gain senior leadership buy-in/support. The agency/organization does not have a Continuity planRole Play: Using the three key points previously identified, have the Continuity Program Manager incorporate them into a role-play discussion to convince senior leadership for why they should support Continuity planningYou have 30 minutes to complete the activity and minutes to role playInstructor Notes:Follow the instructions in this activity and the audience should walk away with a quick but informative examples of how a conversation with senior executive officials can be successfully conducted to gain continuity support.During the 30 minutes spent on this activity, you will practice role playing with your partner and 10 minutes presenting before the group.Make sure to conduct brief out at the conclusion of this activity. Ask the audience to identify three (3) positive elements and three (3) areas for improvements that are related to the activity.
20 What key points should be addressed when briefing senior leadership? Instructor Notes:Allow the audience time to respond before moving to the next slide.
21 Senior Leadership Briefing… Senior leadership briefing points…What is Continuity and why is it importantRequirements for a Continuity capabilityImpact of not having a Continuity capabilitySenior leadership role and responsibilitiesNext stepsNote: As part of this training, a Senior Leadership Briefing Guide has been created to provide recommendations and guidance for creating a senior leadership briefing.Instructor Notes:Convey to the audience that it is important that the briefing need to cover the elements listed below.The overall success of a senior leadership continuity program briefing should include these points:The operating culture of the agency changes from reactive to proactive.The continuity budget and resource planning process is institutionalized.The continuity plan is integrated into the agency’s planning priorities.The agency stakeholders impute is included.The goals, objectives and initiatives must be real and obtainable.The issues related to primary and/or alternate space must be addressed.The Test, Training and Exercise and CAP can only be successful if the executive leadership supports the continuity program.
22 Summary and Transition This guide/unit:Addressed the importance of senior leadership support for Continuity and their continuity roles and responsibilitiesDiscussed Continuity coordinator and continuity program manager continuity rolesProvided an opportunity to participate in activities focused on developing strategies for gaining senior leadership support for ContinuityAddressed key discussion points for senior leadership briefing