Continuity of Operations Plan COOP Kickoff Meeting

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Continuity of Operations Plan (COOP) Kickoff
Meeting
May 2007
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Agenda

• Contact Information
• COOP Overview
• COOP Contents
• COOP Development Process
• Discussion

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Contact Information

• Stephen Rea
• Office of Emergency Services
• Emergency Services Coordinator
• 858-715-2204

Irina Obenauer URS Project Manager 619-243-2952
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COOP Overview

• A Continuity of Operations (COOP) Plan serves as
  a supplemental tool to the Citys Emergency
  Operations Plan (EOP).
• COOP is designed to ensure that the City and its
  departments are able to continue performing
  essential functions and to facilitate an orderly
  recovery following a disaster.

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COOP Overview
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COOP Overview

• A COOP activating event is
• An emergency that incapacitates the normal
  functioning of the Citys department(s) for more
  than a limited amount of time
• Damage to the building
• High rate of employee absenteeism
• COOPs are all-hazard and can be activated due
  to
• A Natural Disaster, or
• An Act of Terrorism, or
• An Accident

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COOP Overview
COOP Program Goals

• Capable of being implemented with or without
  warning
• Operational within a minimal period (12 hours) of
  disruption for essential functions
• Capable of maintaining sustained operations for
  up to 30 days (longer during a pandemic)

• During a pandemic, sustain operations with staff
  reduction of up to 30 percent for up to18 months
• Continuous testing, training, and exercising of
  personnel, equipment, systems, processes, and
  procedures
• Incorporate lessons learned

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COOP Overview

• COOP Implementation Phases

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COOP Elements

• Essential Functions
• Delegation of Authority
• Orders of Succession
• Alternate Facilities
• Vital Records, Databases Systems
• Interoperable Communications

• Contingency Staff and Responsibilities
• Devolution
• Reconstitution
• Tests, Training and Exercises

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COOP Elements

• Essential Functions
• Most important planning element
• Basis for determining resource requirements
• Staffing
• Vital data/critical systems
• Essential equipment
• Supplies and services
• Facilities

Essential Functions are defined as those
functions, stated or implied, that City
departments are required to perform by statute,
executive order, or City policy AND are necessary
to provide vital services, exercise civil
authority, maintain the safety and well-being of
the general populace, and sustain the
industrial/economic base in an emergency.
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COOP Elements

• Essential Functions
• Critical Essential Functions
• Cannot be interrupted or can be only minimally
  interrupted following an incident.
• Long-term Essential Functions
• Can be interrupted for the first 30 days
  following an incident, but must be resumed
  thereafter.

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COOP Elements

• Delegation of Authority
• An official mandate calling on the individual
  holding a specific position to assume
  responsibilities and authorities not normally
  associated with that position when specified
  conditions are met.
• Orders of Succession
• The order and conditions under which the
  responsibilities and authorities of a public
  official are passed to another official when the
  original holder of the responsibilities and
  authorities is unable or unavailable to exercise
  them.

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COOP Elements

• Primary Location
• The department center of operations or primary
  location where functions occur.
• Alternate Location
• Pre-identified building to house essential
  functions if Primary Location is unavailable.

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COOP Elements

• Vital Records
• Records or documents which, if damaged or
  destroyed, would disrupt agency operations and
  information flow, cause considerable
  inconvenience and require replacement or
  re-creation at considerable expense
• Vital Systems and Equipment
• A system or piece of equipment that is essential
  to emergency operations and/or to the agencys
  continuance of essential functions during a crisis

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COOP Elements

• Interoperable Communications
• Alternate communications that provide the
  capability to perform minimum departmental
  essential functions, in conjunction with other
  agencies, until normal operations can be resumed

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COOP Elements

• Contingency Staff and Responsibilities
• The personnel of the Department designated to
  report to the alternate facility/location during
  COOP implementation to ensure that the Department
  is able to perform its essential functions.

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COOP Elements

• Devolution
• The capability to transfer statutory authority
  and responsibility for essential functions from
  an agencys primary operating staff and
  facilities to other employees and facilities and
  to sustain that operational capability for an
  extended period.
• Reconstitution
• The process by which agency personnel resume
  normal agency operations from the original or
  replacement primary operating facility.

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COOP Elements

• Tests, Training Exercises
• Testing and exercising COOP capabilities are
  essential to demonstrating and improving the
  ability of departments to execute their COOPs.
• Serve to validate or to identify improvements to
  the COOPs policies, procedures, systems, and
  locations.
• Periodic testing and exercising also help to
  ensure that equipment and procedures are
  maintained in a constant state of readiness.

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COOP Pandemic Considerations

• Pandemic Workbook
• Focuses on the following topics
• Long Term Essential Functions
• Assessment of telecommuting capabilities
• Projected 30 reduction in staffing levels
• Social distancing techniques

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COOP Development Process
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COOP Template
Created in accordance with federal laws, State
and local law, plans, and administrative guidance.
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COOP Contents

• Section 1 COOP Background Information
• Section 2 COOP Information
• Section 3 Pandemic Workbook
• Section 4 Concept of Operations
• Annex A Plan, Analysis, and Review Checklists
• Annex B Implementation Checklists
• Annex C Alternate Facility/Location
  Transportation Info
• Annex D Supporting Departmental Documents
• Annex E After Action Reporting
• Annex F COOP Best Practices
• Annex G Definition and Acronyms

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Approach

• Identify stakeholders and establish a COOP
  development team.
• Decide on the number of COOPs to develop
  (city-wide vs. department-specific).
• Identify applicable plans and Standard Operating
  Procedures (SOP).
• URS will provide worksheets and guidance to
  assist the City in the gathering of the
  appropriate information.
• URS will customize the COOP template for the
  Citys needs and will enter information gathered
  into the COOP template.
• Review draft COOP(s).
• Finalize COOP(s).

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COOP Development Process

• Kickoff Meeting
• Information Gathering/Review Meeting 1
• Information Gathering/Review Meeting 2
• Draft COOP Meeting
• Final COOP Meeting

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COOP Development Process

• Kickoff Meeting Goals
• Introduce key COOP concepts.
• Introduce COOP development process.
• Identify stakeholders and establish a COOP
  development team.
• Determine the number of COOP plans needed.
• Introduce COOP worksheets to gather information
  regarding
• Essential Functions
• Orders of Succession
• Alternate Locations

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COOP Development Process

• Information Gathering/Review Meeting 1 Goals
• Review information received and answer questions.
• Introduce COOP worksheets to gather information
  regarding
• Devolution
• Vital Records and Systems
• Interoperable Communications

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COOP Development Process

• Information Gathering/Review Meeting 2 Goals
• Review information received and answer questions.
• Introduce COOP worksheets to gather information
  regarding
• Contingency Staff and Responsibilities
• Pandemic Workbook
• Activation/Notification

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COOP Development Process

• Draft COOP Meeting Goals
• Obtain feedback on Draft COOP(s).
• Discuss remaining information required to
  complete the COOP(s).

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COOP Development Process

• Final COOP Meeting Goals
• Obtain feedback on Final COOP(s).
• Review and discuss any remaining issues.
• Complete anonymous questionnaire to provide
  feedback on COOP process.

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Questions
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Discussion

• Identify stakeholders and establish a COOP
  development team.
• Determine number of Departmental COOPs necessary.
• Review information gathering worksheets.