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UNIT III

UNIT III. State of Florida Requirements and the Essential Elements of Viable COOP Program. UNIT OBJECTIVES. Unit III – State of Florida Requirements and the Essential Elements of Viable COOP Program Summarize State policy/guidance documents including Senate and House Bills.

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UNIT III

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  1. UNIT III State of Florida Requirements and the Essential Elements of Viable COOP Program

  2. UNIT OBJECTIVES • Unit III – State of Florida Requirements and the Essential Elements of Viable COOP Program • Summarize State policy/guidance documents including Senate and House Bills. • Identify the essential elements of a viable COOP program. • Describe in detail components to ensure each COOP element is effectively developed and thoroughly coordinated. • Explain current COOP activities in the State of Florida.

  3. STATE POLICY AND GUIDANCE Overview of State Requirements: • Sections 252.35 (2) (k), 252.35 (2) (n), 252.365 Florida Statutes • Executive Order 80-29 (Disaster Preparedness), 4/80 • Executive Order 87-57 (State Emergency Response Commission), 4/87; as updated by Executive Orders 98-153 and 98-155 • Executive Order 01-262 (Emergency Management), 9/01 • Executive Order 01-300 (Domestic Security), 10/01

  4. STATE POLICY AND GUIDANCE • Continued – • Chapter No. 2001-361, Florida Law (Public Records/Security System Plan), 12/01 • Chapter No. 2001-365, Florida Law (Domestic Security/Counter-terrorism), 12/01 • Chapter No. 2001-366, Florida Law (Domestic Security/Counter-terrorism), 12/01 • Senate Bill 1634 (Relating to Disaster Preparedness) • House Bill 0727(Relating to Domestic Security/Terrorism)

  5. ESSENTIAL ELEMENTS OF COOP • Elements for Viable Program Development: • Plans and Procedures • Mission Essential Functions • Delegations of Authority • Orders of Succession • Alternate Facilities • Interoperable Communications • Vital Records and Databases • Logistics and Administration • Personnel Issues and Coordination • Security • Test, Training and Exercise • Program Management

  6. INITIAL ACTIONS FOR COOP PLANNING • Identify mission essential functions that must continue to be performed • Ensure proper staffing of those functions • Assess current operational capabilities • Identify mission critical data and systems necessary to support mission essential functions, including communications • Assess alternate facility capabilities and capacity based on functions, staffing and system capabilities

  7. PLANS AND PROCEDURES • Provide purpose, applicability and scope, and authorities and references • Describe the Concept of Operations (CONOP) • Key Staff • Mission Essential Functions • Direction and Control • Alert and Notification • List responsibilities and procedures • Outline Phases of COOP: Activation, Alternate Operations, and Reconstitution and Termination • Contain Annexes with detailed information on each of the essential elements

  8. PLANS AND PROCEDURES • Continued – Accompanying Standard Operating Procedures (SOPs) should: • Plan to notify customers of new work location, phone numbers, re-route US mail • Prepare procedures for acquiring resources necessary to sustain operations for up to 30 days • Develop Site-Support Procedures for alternate facilities • Ensure building evacuation and COOP plans are amalgamated

  9. PLANS AND PROCEDURES • Continued – Examples Include: • Alert and Notification Checklists and Rosters • COOP Implementation Plans • Communications Plans • Building Evacuation Plan (Emergency Action Procedures) • Family Preparedness Plan • Protection and Safeguarding of Vital Records/Databases

  10. MISSION ESSENTIAL FUNCTIONS • Compile all organizational functions • Determine criteria for selecting critical activities • Identify mission essential functions • Prioritize those functions • Roster personnel to complete those functions based on skills and knowledge • Assess alternate facility capacity based on functions and rosters • Determine requisite resources and equipment

  11. DELEGATIONS OF AUTHORITY AND ORDERS OF SUCCESSION • Establish rules and procedures addressing • Conditions for succession • Method of notification • Time, geographical, organizational limitations • Identify which authorities can/should be delegated • Identify to whom authorities should be delegated • Identify limitations of delegations • Ensure officials are prepared to perform their emergency duties • Establish succession for key leadership positions • Revise and distribute orders as necessary

  12. ALTERNATE FACILITIES • Identify from existing agency facilities, if applicable • Consider cooperative agreements, sharing with other agencies and virtual office technologies • Ensure sufficient space and equipment to accommodate the relocating personnel • Provide for reliable logistical support, services, and infrastructure systems • Ensure the ability to sustain operations for a period of up to 30 days • Consider pre-positioning assets and resources at facility • Ensure appropriate physical security and access controls

  13. INTEROPERABLE COMMUNICATIONS • Identify the data and communications systems to support mission essential functions • Ensure availability at alternate facility at appropriate level • Voice and fax • Cellular • Satellite • Internet and email • Data systems • Emergency systems (NAWAS, EAS, etc), if necessary • Secure communications, if necessary • Provide for both internal and external communications • Consider mobile communications capabilities

  14. VITAL RECORDS AND DATABASES • Identify vital records, systems, and data (hard copy and electronic) critical to performing functions • Emergency operating records (plans and directives, orders of succession, delegations of authority, staffing assignments) • Legal and financial records (personnel records, Social Security records, payroll records, retirement records, insurance records, contract records) • Plan for protection, duplication, and movement of records • Preposition resources and systems prior to deployment • Ensure accuracy and currency of records, update as necessary • Ensure procedures for documenting operations when COOP is activated

  15. LOGISTICS AND ADMINISTRATION • Identify, pre-position, and maintain equipment and other resources required at alternate site, e.g., • Computer equipment and software • File cabinets, desks, chairs • Office supplies • Vehicles • Prepare and pre-position Drive-Away Kits • Provide for telecommunications and information technology support at an alternate facility • Establish provisions for personnel transportation (parking), lodging, and dining at alternate facility • Prepare and maintain Site-Support Procedures which identify the initial requirements for receiving, supporting, and relocating personnel to alternate facility

  16. PERSONNEL ISSUES AND COORDINATION • Prepare communications plan to disseminate information to essential and non-essential personnel • Address the health, safety, emotional well-being of all employees and their families • Assure personal preparedness for staff through “personal go-kits” • Address pay status, administrative leave, and layoffs • Address medical, special needs, and travel issues

  17. SECURITY • Establish Operational Security and Cyber Guidelines for the handling of COOP Plan and SOPs, consider restricting information through limited distribution of documents • Address physical security of current office and at alternate facility • Enact personnel access controls for employees and critical customers • Address security of communications, if appropriate • Be prepared to augment all security levels based on the emergency or the threat

  18. TEST, TRAINING AND EXERCISE • Conduct orientation and training for identified COOP personnel (individual/team) • Periodically test alert and notification procedures • Plan periodic exercise of operational plans, alternate facilities, interoperable communications • Plan joint agency exercises • Periodically validate and test equipment • Establish remedial action plan/process • Update plans and procedures as appropriate or annually

  19. PROGRAM MANAGEMENT • Prepare strategic, long-range plan to ensure consistent and constant development towards full operational capability; include milestones to gauge progress • Establish a coordinate program management process to ensure maintenance, operation, and funding for a viable COOP capability • Update plan as necessary

  20. STATE OF FLORIDA ACTIVITIES State of Florida has been enhancing policy and activities on terrorism preparedness to address issues in 21st century. Activities include: • Assistance to counties on CEMP Terrorism Annex development, 7/99 • State Working Group for Domestic Preparedness, 7/99 • First responder training through US DOJ initiatives, 99-01 • CEMP Annex B – Terrorism Incident Response Plan, 5/01 • Statewide assessment of terrorism response capabilities – two-year process, 9/01 • FDLE/DEM assessment of Florida’s Anti-Terrorism Capabilities, 9/01 • US DOJ Equipment Strategy, 9/01

  21. STATE OF FLORIDA ACTIVITIES • Continued – • DEM COOP Plan, 10/01 • Terrorism Assessment White Paper, 10/01 • Technical assistance to State agencies and counties on COOP, 11/01 • Family Preparedness for Terrorism Guidance, 11/01 • Regional Domestic Task Forces, 12/01 • Assistance to Legislature on disaster preparedness, 01/02

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