Continuity of Operations (COOP)

Awareness Training

Objectives

Provide an understanding of COOP, COOP terms, and benefits of COOP planning

Explain elements of a viable COOP capability Provide information about how a COOP event

might affect you, your organization, and your family

Training Topics

COOP Definition and Scope Authority for COOP COOP Overview Elements of a Viable COOP Capability COOP Impacts

COOP: Definition & Scope

COOP includes. . .

The activities of individual departments to ensure that their essential functions are performed

COOP: Definition & Scope

COOP activities include:

Plans and procedures to ensure that essential functions are performed.

Tests, training, and exercises essential for ensuring a viable COOP capability

COOP Overview: Benefits

COOP is a good business practice. It enables agencies to continue their essential functions across a broad spectrum of hazards and emergencies:

Natural Manmade Technological National security emergencies

COOP Overview: Planning Objectives

Ensure continued performance of essential functions

Reduce loss of life/minimize damage Ensure succession to office of key leadership Reduce/mitigate disruptions to operations Protect essential assets Achieve timely recovery

COOP Overview: Planning Considerations

COOP plans must: Be capable of implementation anytime, with and

without warning. Provide full operational capability for essential

functions not later than 12 hours after activation. Be capable of sustaining operations for up to 30

days.

Elements of a Viable COOP Capability

Plans and Procedures Essential Functions Delegations of Authority Orders of Succession Alternate Facilities Interoperable

Communications

Vital Records Human Capital Provide vital

services.

Elements of a Viable COOP Capability

Essential functions:

Most important planning element Basis for determining resource requirements:

Staff Vital information/critical systems Equipment Supplies and services Facilities

Elements of a Viable COOP Capability

Identifying/Prioritizing Essential Functions

Agencies must determine functions that must be continued in all circumstances.

Essential functions include those that: Cannot be interrupted for 12 hours. Must be resumed within 30 days.

Elements of a Viable COOP Capability

Staff required to support essential functions: Number Skills Experience Availability Timing of requirement

Staffing

Elements of a Viable COOP Capability

Delegations of Authority:

To ensure the continued operation of departments/agencies and their essential functions

To ensure rapid response to any emergency situation requiring COOP implementation

Elements of a Viable COOP Capability

Delegations of Authority specify. . .

Who is authorized to make decisions or act on behalf of the department/agency head and other key personnel for specific purposes during COOP emergencies

Elements of a Viable COOP Capability

Delegations of Authority Purposes: Approving emergency policy changes Approving changes in SOPs Making personnel management decisions Approving commitment of resources Signing contracts

Elements of a Viable COOP Capability

Alternate Facilities are:

Locations, other than the normal facility, used to carry out essential functions in a COOP situation.

Elements of a Viable COOP Capability

Alternate Facilities

Desirable characteristics: Located at a safe distance from and secured

against worst-case and most-likely scenarios Can be operational in 12 hours or less Provide sufficient space, equipment, supplies,

and services to support COOP personnel in the performance of essential functions

Elements of a Viable COOP Capability

Alternate Facilities

Desirable characteristics: Supports required communications and IT

infrastructures Provides for food, lodging, health, sanitation,

and security needs of COOP personnel on site or nearby

Elements of a Viable COOP Capability

Interoperable Communications are:

Communications that provide the capability to perform essential functions, in conjunction with other agencies and organizations, until normal operations can be resumed.

Elements of a Viable COOP Capability

Interoperable Communications

Support performance of essential functions Provide capability to communicate within the

organization Provide connectivity to outside agencies/

stakeholders/clients Ensure access to data, systems, and services

Elements of a Viable COOP Capability

Vital Records are:

Electronic and hardcopy documents, references, and records needed to support essential functions during a COOP situation. The two basic categories of vital records are:

Emergency operating records. Legal and financial records.

Elements of a Viable COOP Capability

Emergency operating records: Plans and directives Orders of succession Delegations of authority References for performing

essential functions

Vital Records

Elements of a Viable COOP Capability

Legal and financial records: Personnel records Social Security records Payroll records Retirement records Insurance records Contract records

Vital Records

Elements of a Viable COOP Capability

Human Capital Management is:

The sum of the talent, energy, knowledge, and enthusiasm that people invest in their work.

Elements of a Viable COOP Capability

Human Capital Management

The right people in the right jobs to perform essential functions

Ensures that all employees have a clear understanding of what to do in an emergency

Includes protocols for identifying/assisting special-needs employees

Elements of a Viable COOP Capability

Human Capital Management

Invests in training and development to build skills and competencies to increase employee flexibility

Considers alternate assignments for nonemergency employees

Elements of a Viable COOP Capability

Human Capital Management: Non-essential Members

Tell non-essential members: Where to go. What to do.

Include employee accountability procedures Include recall/activation procedures

Elements of a Viable COOP Capability

Tests, training, and exercise program includes:

Measures to ensure that an agency’s COOP program is capable of supporting the continued execution of its essential functions throughout the duration of the COOP situation.

COOP Impacts

How will a COOP event affect your organization, you, and your family?

COOP Impacts

Impact on the Organization: Leadership Operations Security Communications

A viable COOP plan will minimize the adverse impacts

of a COOP event!

COOP Impacts

You and your family: Uncertainty Personal and family security Job security Economic well-being

A viable COOP plan and a family support plan will

minimize the adverse impacts of a COOP event!

COOP Impacts

Employee and Family

COOP and family support plans should: Include personnel accountability procedures. Provide a means for keeping employees

informed. Provide information to all employees so they

can develop their family emergency plans. Provide information about family support

services near the alternate site.

COOP Impacts

Employee and FamilyFamily emergency plans should include: Contact and communications information. Immediate Emergency Checklist:

Medical Financial Automobile/Transportation Legal/Administrative Important documents

Wrapup

Your support of your organization’s COOP program

and a good family support plan can minimize adverse impacts and promptly restore normal

operations and family life.