FL COOP & COG

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DIVISION OF EMERGENCY MANAGEMENT
Continuity of Operations (COOP) COOP
Coordinator Orientation Session Chapter No.
2002-43, Florida Law
State Emergency Operations Center December 16,
2002 1000 am to 1200 pm
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AGENDA

• 1000 - 1015 Welcome and Introduction
• Craig Fugate
• 1015 - 1045 Florida 252.365
  Requirements Dick Cheek
• 1045 - 1115 Responsibilities (Agency, DEM,
  County)
• Karen Delimater
• 1115 - 1130 Training and Technical Assistance
• Dick Cheek
• 1130 - 1145 Assessment and Approval
• Karen Delimater
• 1145 - 1200 Question and Answer Session
• Panel

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WELCOME AND INTRODUCTION

• Craig Fugate,
• Director
• Division of Emergency Management

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REQUIREMENTS OF FLORIDA 252.365

• Chapter No. 2002-43, Florida Law (Relating to
  Disaster Preparedness)
• Legislation signed into law on April 16, 2002
• Law amends Florida 252.365 (Designation of
  Emergency Coordination Officers)
• Amendment enhances current disaster preparedness
  plan requirements to
• Include each state agency and facility, such as
  prison, office building, or university
• Contain essential elements for COOP planning
• Require that disaster preparedness plans be
  coordinated with local emergency management
• Direct that plans be approved by DEM
• Mandate completion by July 1, 2003

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REQUIREMENTS OF FLORIDA 252.365

• Definition of Continuity of Operations
• COOP is an effort within individual departments
  and agencies to ensure the continued performance
  of minimum essential functions during a wide
  range of potential emergencies. This is
  accomplished 
• through  the development of plans,
  comprehensive procedures, and provisions for
  alternate facilities, personnel, resources,
  interoperable communications, and vital
  records/databases.

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REQUIREMENTS OF FLORIDA 252.365

• Objectives of a COOP Plan
• Ensure the safety of personnel and visitors.
• Provide for the ability to continue essential
  operations.
• Contain provisions for the protection of critical
  equipment, records, and other assets.
• Maintain efforts to minimize damage and losses.
• Contain provisions for an orderly response and
  recovery from any incident.
• Serve as a foundation for the continued survival
  of leadership.
• Assure compliance with legal and statutory
  requirements.

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REQUIREMENTS OF FLORIDA 252.365

• Essential Elements of a COOP Plan
• Plans and Procedures
• Mission Essential Functions
• Delegations of Authority
• Orders of Succession
• Alternate Facilities
• Interoperable Communications
• Vital Records and Databases
• Logistics and Administration
• Personnel Issues and Coordination
• Security
• Test, Training and Exercise
• Program Management

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REQUIREMENTS OF FLORIDA 252.365

• COOP Implementation Guidance
• Issued on September 9, 2002 with letter from DEM
  Director to State Agency Heads
• Established policy for State Executive Branch
  COOP planning
• Served as basis for COOP planning requirements
• Utilized in development of County Coordination
  Checklist
• Adapted for use in Automated Access Assessment
  Database for COOP plan approval

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REQUIREMENTS OF FLORIDA 252.365

• Recommended Development Schedule
• January 31 to February 15, 2003 First Drafts
• March 31, 2003 Second Drafts
• May 1, 2003 Final or Final Draft of
  headquarters or field/regional COOP Plans to
  County Emergency Management Offices with
  completed County COOP Coordination Checklist for
  applicable facilities
• June 30, 2003 Final COOP Plan, Completed
  Automated Assessment Database, and Approved
  County COOP Coordination Checklist for applicable
  field/regional facilities to DEM

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RESPONSIBILITIES AGENCY, DEM, AND COUNTY EM
OFFICES

• Agency Responsibilities
• Appoint a COOP Coordinator and provide
  name/contact information to DEM and EOG.
• Develop, approve, and maintain COOP plans and
  procedures for headquarters and all subordinate
  elements in accordance with COOP Implementation
  Guidance.
• Notify State Warning Point and other appropriate
  agencies upon activation of the agencys COOP
  plan.
• Develop and maintain a COOP Multi-Year Strategy
  and Program Management Plan.
• Conduct tests and training of COOP
  plan/procedures and develop a comprehensive test,
  training and exercising program.
• Coordinate intra-agency COOP efforts and
  initiatives in accordance with the all applicable
  authorities.
• Submit COOP Plan for approval to DEM by June 30,
  2003.

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RESPONSIBILITIES AGENCY, DEM, AND COUNTY EM
OFFICES

• DEM Responsibilities
• Serve as the lead agency for implementation of
  Florida Statutes, Chapter 252 Emergency
  Management.
• Coordinate COOP activities for Executive Branch
  provide technical assistance to the Legislative
  and Judicial Branches.
• Issue COOP guidance in accordance with applicable
  authorities, and promote understanding and
  compliance with the requirements and objectives.
• Lead SERT and disseminate information to develop
  and improve individual COOP plans.
• Coordinate Executive Branch interagency COOP
  exercises.
• Conduct periodic assessments of Executive Branch
  COOP capabilities and report results to the EOG.
• Approve agency COOP plans and make
  recommendations for plan improvements in
  accordance with COOP Implementation Guidance.

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RESPONSIBILITIES AGENCY, DEM, AND COUNTY EM
OFFICES

• County Responsibilities
• Certify that applicable agency COOP plans are
  coordinated with local emergency management
  plans, procedures, and practices.
• Report problems or issues to DEM.

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RESPONSIBILITIES AGENCY, DEM, AND COUNTY EM
OFFICES

• COOP Plan Policy
• To maintain a viable COOP capability, each
  agencys plan must
• Be maintained at a high level of readiness.
• Be capable of implementation both with and
  without warning.
• Be operational no later than 12 hours after
  activation.
• Maintain sustained operations for up to 30 days.
• Take maximum advantage of existing agency field
  infrastructures.

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RESPONSIBILITIES AGENCY, DEM, AND COUNTY EM
OFFICES

• Delineation of Mission Essential Functions
• A State agency is closed to normal business
  activities as a result of an event (whether or
  not originating in the State agency office) or
  credible threats of action that would preclude
  access or use of the State agency office and the
  surrounding area.
• The Tallahassee, Florida metropolitan area is
  closed to normal business activities as a result
  of a widespread utility failure, natural
  disaster, significant hazardous material
  incident, civil disturbance, or terrorist or
  military attack(s). Under this scenario there
  could be uncertainty regarding whether additional
  events such as secondary explosions, or cascading
  utility failures could occur, and many - if not
  all - State agencies will have to activate their
  respective COOP plans and relocate to alternate
  operating sites.

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RESPONSIBILITIES AGENCY, DEM, AND COUNTY EM
OFFICES

• COOP Plan Content
• Ensure that the agency is prepared to respond to
  emergencies, recover from them, and mitigate
  against their impacts.
• Assure that the agency is prepared to provide
  critical services in an environment that is
  threatened, diminished, or incapacitated.
• Provide a means of information coordination to
  the Governor to ensure uninterrupted
  communication within the internal organization of
  the agency and externally to other State agencies
  and to all identified critical customers.
• Serve as intelligence collection and
  dissemination node for the agency.

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RESPONSIBILITIES AGENCY, DEM, AND COUNTY EM
OFFICES

• COOP Plan Content Continued
• Provide timely direction, control, and
  coordination to the agency leadership, other
  State agencies, and other critical customers
  before, during, and after an event or upon
  notification of a credible threat.
• Establish and enact time-phased implementation
  procedures to activate various components of the
  plan to provide sufficient operational
  capabilities relative to the event or threat
  thereof for the agency.
• Facilitate the return of State government to
  normal operating conditions as soon as practical
  based on circumstances and the threat
  environment.
• Ensure that the agencys COOP plan is viable and
  operational, and that it remains compatible with
  Floridas

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RESPONSIBILITIES AGENCY, DEM, AND COUNTY EM
OFFICES

• COOP Plan Execution
• Relocation may be required under several
  scenarios
• Agency headquarters is unavailable and operations
  can shift to a regional, field, or other
  location.
• Single agency facility is temporarily unavailable
  agency can share one of its facilities or from
  another agency.
• Many, if not all, agencies must evacuate the
  immediate Tallahassee, Florida, area.
• Distinction between situation requiring building
  evacuation only and one dictating necessity of
  agency COOP plan activation.
• Development of executive decision process to
  allow for emergency situation to ensure agency
  COOP plan activation is appropriate and timely.
• Time-Phased Implementation is suggested to ensure
  a logical sequence of events in COOP plan
  activation.

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RESPONSIBILITIES AGENCY, DEM, AND COUNTY EM
OFFICES

• COOP Plan Execution Continued
• Phase I Activation (0 to 12 hours)
• Alert and Notification Procedures
• Initial Actions
• Activation Procedures Duty Hours
• Activation Procedures Non-Duty Hours
• Deployment and Departure Procedures
• Transition to Alternate Operations
• Site-Support Responsibilities
• Phase II Alternate Operations (12 hours to
  Termination)
• Execution of Mission Essential Functions
• Establishment of Communications
• Contingency Staff Responsibilities
• Augmentation of Staff

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RESPONSIBILITIES AGENCY, DEM, AND COUNTY EM
OFFICES

• COOP Plan Execution Continued
• Amplification of Guidance to Essential and
  Non-Essential Personnel
• Development of Plans and Schedules for
  Reconstitution and Termination
• Phase III Reconstitution and Termination
  (Cessation to Return to Normal Operations)
• Overview
• Procedures
• After-Action Review and Remedial Action Plans

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TRAINING AND TECHNICAL ASSISTANCE

• Offered and provided technical assistance
  October 2001 to Present
• Briefed Senior Management Teams upon request
  January 2002 to Present
• Developed COOP Participant Workbook March 2002
• Provided training for ECOs March 2002
• Facilitated COOP training at GHC May 2002
• Distributed letter to State Agency Heads
  September 2002
• Issued COOP Implementation Guidance September
  2002
• Conducted additional training in Tallahassee
  September 2002
• Expanded COOP training to include Tabletop
  Exercise Design September 2002
• Scheduled and held Special Training Sessions upon
  request September 2002 to Present
• Conducted training in each of the 7 DEM Areas
  October 2002 to January 2003

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TRAINING AND TECHNICAL ASSISTANCE

• Suggest participation in two Special Training
  Sessions (Area 6 Charlotte County on January 7,
  2003 and Area 7 Miami-Dade County on January
  8, 2003
• Submit County Facility Guide due not later than
  January 31, 2003 to Karen Delimater
• Ensure ECO and COOP Coordinator Primary and
  Alternate appointment letters are on file at
  Executive Office of the Governor with copy to DEM
• Assure changes/updates to contact information for
  ECOs and COOP Coordinators are submitted to
  applicable DEM representative

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ASSESSMENT AND APPROVAL

• Process
• DEM recommends each agency establish policies to
  comply with COOP Implementation Guidance and
  issue internal guidance on COOP plan content,
  development, and coordination/assessment process
• Only one COOP plan per agency headquarters plan
• Agencies must submit Automated Access Assessment
  Database for headquarters and approved/signed
  County Coordination Checklist for each agency
  facility
• Tentative Approval extended to all agencies on
  June 30, 2003 which submit all three products
• Initial Assessment by DEM in accordance with COOP
  Implementation Guidance
• Final Approval granted to agencies which meet
  standards
• If approval is not granted, Remedial Action
  Process begins
• Two efforts to meet requirements before being
  submitted to EOG for compliance determination

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ASSESSMENT AND APPROVAL

• Schedule
• County Coordination Checklist January 31, 2003
• Automated Access Assessment Database March 31,
  2003
• Agency Submissions to County EM Offices May 1,
  2003
• Agency Submissions to DEM June 30, 2003
• DEM Review July 1 to August 31, 2003
• Final DEM Approval September 1, 2003
• Agency Remedial Action Process September 1 to
  October 31, 2003
• DEM Remedial Action Review November 1-30, 2003
• Final DEM Approval w/Remedial Actions December
  1, 2003
• Agency Second Remedial Action Process December
  1-31, 2003
• DEM Second Remedial Action Review January 2-15,
  2003
• DEM Remedial Approval January 16, 2003
• Final Remedial Action Process in coordination
  w/EOG, State Agency Head (or Rep), and DEM
  Director January 16-31, 2003

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QUESTION AND ANSWER SESSION

• -?-
• THANK YOU.