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Developing Continuity Plans: The VDEM Model

Developing Continuity Plans: The VDEM Model. David S. Calkins Virginia Department of Emergency Management 13 June 2013. Elements of Continuity Planning. Mission Essential Functions Primary Business Functions Orders of Succession Delegations of Authority Alternate Facilities

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Developing Continuity Plans: The VDEM Model

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  1. Developing Continuity Plans: The VDEM Model David S. Calkins Virginia Department of Emergency Management 13 June 2013

  2. Elements of Continuity Planning • Mission Essential Functions • Primary Business Functions • Orders of Succession • Delegations of Authority • Alternate Facilities • Essential Records, Systems, and Equipment • Business Process Analyses

  3. Identifying Mission Essential Functions • What are Mission Essential Functions (MEFs)? • The limited set of an organization’s functions that must be continued throughout, or resumed rapidly after, a disruption of normal operations. • How do we begin to identify MEFs? • Consider the following about your organization: • Mission • Purpose • Goods and services provided to the public or to another organization

  4. Activity: Categorizing Functions • An agency’s functions can be: • Mission • Non-mission • Essential • Non-essential Image Source: richmondgov.com

  5. Primary Business Functions (PBFs) • Many of the functions you identify will be Primary Business Functions (PBFs). • PBFs are specific supporting activities that an organization must conduct in order to perform its MEFs. • PBFs are typically enablers that make it possible for an organization to perform its mission. • How do we distinguish between a MEF and a PBF?

  6. Mission Essential Functions (MEFs) vs. Primary Business Functions (PBFs) • A Mission Essential Function (MEF)… • Is something unique that the agency does. • Is a product or service provided to the public or to another agency. • Usually (but not always) supports one or more Commonwealth Essential Functions (CEFs). • A Primary Business Function (PBF)… • Is typically something that all agencies do, such as IT, Payroll, Human Resources, etc. • A product or service that is provided to one branch or division by another within the same agency. • Always supports one or more of the agency’s MEFs.

  7. Conducting a Business Process Analysis • 9 Steps to complete the Business Process Analysis: • Identify MEF/PBF output. • Identify input requirements. • Identify leadership who perform and/or oversee the performance of the MEF/PBF. • Identify staff who perform and support the MEF/PBF.

  8. Conducting a Business Process Analysis • 9 Steps to complete the Business Process Analysis (…cont.): • Identify communications and information technology (IT) requirements. • Identify facilities requirements. • Identify resources and budgeting requirements. • Identify partners and interdependencies. • Describe process flow.

  9. Business Process Analysis • Step 1: Identify MEF/PBF Output. • List all products and services that are produced or delivered to external partners or constituents under this MEF/PBF. • Include performance measures, such as time and quantity. • Step 2: Identify input requirements. • Information, authorizations, supplies, and services required to perform the MEF/PBF. • Write a brief description of each.

  10. Business Process Analysis • Step 3: Identify leadership who perform and/or oversee the performance of the MEF/PBF. • List key senior leaders. • Use position titles. • Step 4: Identify staff who perform or support the MEF/PBF. • Multiple Shift requirements • Cross-trained personnel • Authorities • Qualifications • Certifications • Use position titles.

  11. Business Process Analysis • Step 5: Identify communications and information technology (IT) requirements. • Software • Equipment • Systems • Networks • Step 6: Identify facilities requirements. • Office space • Industrial capacity • Equipment • Supporting critical infrastructure

  12. Business Process Analysis • Step 7: Identify resources and budgeting requirements. • Supplies, services, and capabilities not already addressed • Funding sources • Grant applications • Step 8: Identify partners and interdependencies. • Internal/external • Private sector • MOUs and MOAs

  13. Business Process Analysis • Step 9: Describe Process Flow. • A detailed narrative or diagram • For a MEF, list the Primary Business Functions that support it. • For a PBF, list the tasks and processes that support it. • Reference SOPs, manuals, training materials, etc.

  14. Exercising Your Continuity Plan • Use an escalating exercise program • Develop an After Action Report (AAR) and Improvement Matrix

  15. Activity: Tabletop Exercise • Scenario:Hurricane force winds have caused significant damage to the area overnight. The power in your primary facility is out (and is expected to remain out for at least 48 hours) and roads are impassible. Image Source: WTOP 103.5 FM

  16. Activity: Tabletop Exercise • Instructions: While considering the mission essential functions (MEFs) and primary business functions (PBFs) you identified for your organization, describe which functions you would perform during this scenario and how you would perform them.

  17. Thank you. Are there any questions? David S. CalkinsVirginia Department of Emergency Management david.calkins@vdem.virginia.gov

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