Continuity of Operations (COOP) Planning Workshop Division of Emergency Management Department of Military Affairs
What is Continuity of Operations? Continuity of Operations (COOP) is an effort within individual executive departments and agencies to ensure that essential functions continue to be performed during disasters or disastrous events.
Legal Authority and Guidance The National Continuity Policy (NSPD 51/HSPD 20) Requires all Federal Executive Branch agencies to develop continuity capability Established 8 National Essential functions Federal Continuity Directive (FCD) 1 Provides direction to developing continuity plans and programs Continuity Guidance Circular (CGC) 1 Provides guidance for non-federal organizations (State, local, tribal) in continuity planning
Phases of Continuity Phase I: Readiness and Preparedness Identify essential functions Develop continuity plan Conduct TT&E Phase II: Activation and Relocation (0-12 Hours) Put plan in action Relocate to the continuity facility Phase III: Continuity of Operations (12 Hours 30 Days, or until resumption of normal operations) Execution of essential functions at the continuity facility Phase IV: Reconstitution Alternate facility terminated and normal operations resume
What is the Goal of Continuity Planning? Continuation of Essential Functions
Why is Continuity Planning Important? Ensures the continuity of essential functions across a wide range of emergencies and events. Enables organizations to continue the functions on which their customers depend.
Benefits of Continuity Planning Ensure performance of essential functions Minimize damage to critical processes Ensure succession of leadership Mitigate disruptions to operations Protect essential facilities/resources Achieve timely recovery Resume full service to customers
When are Continuity Plans Implemented? The plan can be put to use in response to a wide range of events or scenarios, from a fire, to a terrorist attack Any event that makes it impossible for employees to work in their regular capacities
Elements of a Viable Continuity Plan Essential Functions Orders of Succession Delegations of Authority Continuity Facilities Continuity Communications Essential Records Management Human Capital Tests, Training and Exercises (TT&E) Devolution of Control and Direction Reconstitution
Essential Functions Activities an organization determines cannot be deferred during an emergency National Essential Functions (NEFs) Primary Mission Essential Functions (PMEFs) Mission Essential Functions (MEFs)
What are some examples of Essential Functions of a local government?
Orders of Succession Pre-identifying orders of succession is critical to ensuring effective leadership during an emergency. In the event an incumbent is incapable or unavailable to fulfill essential duties, successors have been identified to ensure there is no lapse in essential decision-making authority
Delegations of Authority Orders of succession specifically for certain positions Officials are trained in the position and are informed that she/he could be assuming the position
Continuity Facilities Continuity facilities are locations, other than the primary location, used to carry out essential functions. It includes: Facility Information Facility Logistics Readiness Orientation
Continuity Communications Continuity communications are communications that provide the capability to perform essential functions under all conditions
Essential Records Management Information systems and applications, electronic and hard copy documents, references, and records, to include classified or sensitive data, needed to support MEFs during a continuity event. It includes: Identifying Essential Records Protecting Essential Records Training and Maintenance
Human Capital The organization s essential personnel and all other special categories of employees who have been designated as essential or continuity personnel. It includes: Continuity Personnel All Staff Human Resources Considerations
Tests, Training, and Exercises (TT&E) Validation of the continuity capabilities, program, and ability to perform essential functions during any emergency Essential to improving the organization s ability to execute the continuity plans
Devolution of Control and Direction The capability to transfer authority and responsibility for essential functions to other agency facilities and employees
Reconstitution Reconstitution describes how an agency attempts to restore operations to its primary facility If the primary facility cannot be used, another location must be identified for restoration of normal operations
How to Develop a Continuity Plan
Sections of a Basic Plan Mission Statement Situational Assessment General Assumptions Hazard Assessment Direction and Control Structures
Mission Statement Defines the existence of the plan A call to action Motivational Easily understood Measurable/Tangible Relevant Provides vision and direction
Situational Assessment Non-hazard specific limitations Asks questions such as: How often are you able to provide warning for a disaster? How have systems (power, water, communications) been effected in the past? How have disasters affected the ability of emergency services?
General Assumptions Drawn from the Situational Assessment Assumes how people will react, organize, operate, and mitigate the effects of disasters Example: During the situational assessment, you find that it takes 10 minutes to evacuate your facility. You can now assume that in a disaster it would take at least 10 minutes to evacuate your facility.
Hazard Assessment Provides the general overview of the reasons why we are preparing. Main Hazards for COOP: Facility Fire Facility Flooding Evacuation of Facility
Direction and Control The How in the plan Describes how to organize resources to maximize capabilities in support of the citizens impacted
Structure Describes how the Direction and Control section will be implemented and by whom Orders of Succession Delegations of Authority
INCLUSIVE PROCESS Anyone whose position is considered essential Elected officials Legislative bodies Public Works Finance and Administration Facilities IT/Communications specialists Etc.
Questions?
FEMA Independent Study Courses IS-156 Building Design for Homeland Security for Continuity of Operations IS-520 Introduction to Continuity of Operations Planning for Pandemic Influenzas IS-522 Exercising Continuity Plans for Pandemics IS-523 Resilient Accord Exercising Continuity Plans for Cyber Incidents IS-524 Continuity of Operations (COOP) Planner's Workshop IS-526 Mission Essential Functions (MEF) Workshop IS-545 Reconstitution Planning Course IS-546.a Continuity of Operations Awareness Course IS-547.a Introduction to Continuity of Operations IS-548 Continuity of Operations (COOP) Program Manager IS-550 Continuity Exercise Design Course
Eva Wilson KYEM Recovery Planning Coordinator eva.k.wilson.nfg@mail.mil 502-604-1662