Continuity of Operations Planning

COOP Overview for Leadership(Date)

Agenda0 Continuity of Operations Planning Basics

0 Authority, Purpose, Key Components, Terms, & Phases0 COOP Elements

0 Essential Functions, Positions, Resources & Communications

0 Plan Approval & Maintenance0 Leadership Approval, Plan Storage, Training & Exercises

COOP OverviewGetting the basics

What is COOP?0 “’Continuity of Operations,’ or ‘COOP,’ means an effort within

individual executive departments & agencies to ensure that Primary Mission-Essential Functions continue to be performed during a wide range of emergencies, including localized acts of nature, accidents, & technological or attack-related emergencies”0 National Security Presidential Directive NSPD-51/Homeland Security

Presidential Directive HSPD-20

Authority0 National Security Presidential Directive NSPD-51/

Homeland Security Presidential Directive HSPD-20:0 “It is the policy of the United States to maintain a comprehensive and effective

continuity capability composed of Continuity of Operations and Continuity of Government programs in order to ensure the preservation of our form of government under the Constitution and the continuing performance of National Essential Functions under all conditions.”

0 Utah Governor’s Office Directive:0 “Critical to the State of Utah’s commitment to ‘Be Ready’ for emergencies and

disasters is the development of a Continuity of Operations Plan (COOP) for all state agencies. These plans help us to identify essential functions and how we will maintain those functions in the event of a disaster.”

0 “All State Departments and Agencies shall prepare a Continuity of Operations Plan and share this plan...” ~Chief of Staff Derek Miller

Purpose & Objectives

0 Maintain essential governmental operations0 Ensure succession of leadership0 Communicate with employees & public0 Protect vital assets & resources0 Achieve timely recovery 0 Ability to implement anytime, anywhere

Key Components0 COOP Plans answer the following questions in a

catastrophic event or other emergency situation:0 What critical things do we need to do?0 Who will do them?0 How will they be done? What equipment/resources?0 Where will we be doing these things?0 When (how quickly) will we need to resume them?

0 Also:0 Who’s in charge? What if he/she can’t?0 How will we return to normal, or what if we can’t?

Terms & DefinitionsQuestions COOP Terms

0 What? 0 Who?

0 How?

0 Where?

0 When?

0 Who’s in charge?

0 Return to normal?

0 Essential Functions (Mission-Critical)0 Essential Positions; Functional Roles &

Responsibilities; Incident Command0 Vital Records & Critical Applications;

Communications Resources; Logistics Support & Resource Requirements

0 Alternate Operating Facility; Recovery Location

0 Function Priority; COOP Phases; Recovery Time Objective (RTO)

0 Lines (Orders) of Succession; Delegations of Authority

0 Reconstitution; Devolution

COOP Phases0 Phase 1: Emergency Response

0 Initial emergency management activation

0 Phase 2: Event Assessment

0 Assess workstations, facilities, impact/outage length

0 Phase 3: Notification & Implementation

0 Implement emergency policies & communication protocols, evacuate

0 Phase 4: Continuity of Operations Preparations

0 Arrange for transfer activities, personnel, records, equipment

0 Phase 5: Continuity of Operations

0 Execution of essential operations at alternate facility

0 Phase 6: Public Information

0 Partner & media information

0 Phase 7: Reconstitution; Final Report Activity

0 Normal operations resume; After Action Report created

COOP ElementsIn more detail

Essential Functions0 Identified services & functions that must be continued0 Prioritized according to how quickly they need to be

resumed:0 Priority 1 – within 12 hours0 Priority 2 – within 72 hours0 Priority 3 – within 7 days 0 Priority 4 – as possible

Essential Positions0 Positions (not names) that are necessary for carrying

out the identified essential services/functions0 Each position requires a primary individual and

2 alternates 0 Primary & backups need to be aware of, and trained on,

their emergency role(s)

Vital Resources0 Documents, records, software, applications and

equipment necessary to carry out essential functions0 Examples:

0Emergency plans, Job Action Sheets, Lines of Succession0Legal/financial, payroll, contracts, personnel files0Microsoft Office, email, databases0Computers, phones, internet

Communication0 COOP Plan lists all emergency contact information

0 Emergency calling tree0 Who calls who0 Contact information for every employee

0 (Describe other communication methods, if applicable)

Approval & Maintenance

Assistance needed by leadership

Leadership Approval0 Review & approval of COOP Plans by leadership is

required at least annually0 Review for updates in the following areas:

0 Essential functions & prioritization0 Reorganizations, staff changes0 Contact information changes

Plan Storage & Maintenance

0 (Describe how COOP Plans will be stored & shared. One example is given here)

0 All COOP Plans will be stored on Google Drive0 Securely shared0 Accessible anywhere, anytime

0 Those with leadership / emergency roles will be given shared access

0 The COOP Representative (your name) will update plans on this drive annually in January, and will share updated plan with State Division of Emergency Management

Training & Exercises0 Help prepare for the REAL thing0 Leadership encouraged to participate:

0 Incident Command System (ICS) Training03 courses: ICS 100, ICS 200 & NIMS 700

0 “Shakeout” Exercise each April 0Help identify & make plan improvements

Thanks!(Your name and contact info)