Continuity of Operations PlanningCOOP Planning Committee Overview(Date

)

Welcome & Introductions

Agenda0 Continuity of Operations Planning Basics

0 Authority, Purpose, Key Components, Terms, & Phases0 Your Role

0 Essential Functions, Positions, Resources & Communications

0 Leadership Approval0 Training & Exercises0 Plan Storage & Maintenance

0 Next Steps 0 Meeting Schedule0 Assignments

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

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

Your RoleAs a COOP Committee Member

Essential Functions0 Identify services & functions that must be continued,

as determined by your (bureau or division director, etc)

0 Prioritize – time frame for being operational:0 Priority 1 – within 12 hours0 Priority 2 – within 72 hours0 Priority 3 – within 7 days 0 Priority 4 – as possible

0 Most important planning element

Essential Positions0 Which positions are necessary for provision of the

identified essential services/functions? 0 Include “Lines of Succession” for leadership0 Identify primary person & 2 alternates for each

0 Have they been trained on emergency role?0 Are there Job Action Sheets (lists of what needs to

be done) for these positions?

Vital Resources0 Documents & records

0 Emergency: plans, Job Action Sheets, Lines of Succession0 Legal/financial: payroll, contracts, personnel files

0 Software & applications0 Microsoft Office, email, databases

0 Equipment0 Computers, phones, internet

Communication0 Emergency calling tree

0 Identify who calls who0 Gather contact information, including emergency

contact information, for all employees in office0 (Describe other communication methods, if

applicable)

Leadership Approval0 Review plans with (bureau/division/department)

leadership at least annually:0 Are essential functions & positions correct?0 Function prioritization correct?0 How has reorganization, staff changes changed things?

Training & Exercises0 Encourage your leadership to be trained in the

Incident Command System (ICS) 0 3 courses: ICS 100, ICS 200 & NIMS 700

0 Provide overview of COOP Plan to bureau employees with a continuity role

0 Participation in Shakeout Exercise each April 0 Help plan exercise components for your bureau 0 Evaluate exercise0 Identify & make plan improvements

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 the plans on this drive every year in January, and will share updated plan with State Division of Emergency Management

0 Updates for each department & division will be required from COOP Committee Members

Next StepsWhere to go from here…

Meeting ScheduleQuarterly Meetings:0 January

0 Initial meeting & COOP overview0 April

0 COOP Shakeout Exercise Participation & “Hotwash”0 July

0 COOP Plan improvements from exercise findings0 October

0 Plan reviews & additional training 0 Additional topics: Incident Command Structure

(ICS), employee preparedness, etc

Assignments1. Provide plan updates (see plan excerpts given):

0 Essential Functions & Positions0 Lines of Succession0 Communication / Calling Tree

2. Provide list of all bureau/office employees with updated contact information

3. Prepare for participation in Shakeout Exercise

Next Meeting: (fill in date)

Thanks!(Your name and contact info)