Continuity of Operations Planning (COOP)

1. Continuity of Operations Planning(COOP)

2. COOP Development Process • Checklist based on Commonwealth guidelines distributed to all LHDs and Offices • Review of existing (Y2K) Business Resumption Plans (BRPs) for compliance with COOP checklist • Agency-wide COOP based on checklist/complies with Governor’s Executive Order. • COOP Template/VDH COOP guidance provided to LHDs. • Regional and State Planners check COOP status routinely.

3. Continuing Actions • Awareness • Distribute follow-on guidance to HDs/Offices. • Incorporate local plans into VDH COOP format • Emphasize team concept • Training • Involve all employees in each office; everybody has a role and backup role • Assign all to COOP response teams and train to role • Review

4. Testing COOP • Testing (Gov’s ExOrd 69 mandate) • Paper test to evaluate “interoperability” • Tabletop to evaluate process of emergency tasking, communications, ECC Ops and relocation • Incorporated into All Exercises

5. Lessons Learned • Include a budget line item to support plan maintenance and testing in a mult-year timeframe. • Identify transportation support for staff and material to alternate site. • Include logistical plans including food & lodging for essential staff at alternate site • Provide for physical security and access control at alternate site • Describe contents of and responsibility for "go-kits" for each office or work unit • Prepare template for media release to provide public information on impact of operations and plans to restore services • Include procedure for contacting family of employees who will be relocated • Consider MOU or mutual aid agreement with other agencies or facilities • Fully incorporate COOP into emergency response exercises and post-exercise lessons learned • Make employee COOP responsibilities a key part of orientation • Transition the plan to comply with NIMS standard and ICS

6. Other Recommendations • Review all available Lessons Learned / After Action Reports; especially KATRINA’s • Use an All-Hazards Approach • Focus on “Worst Case” Scenarios • Balance COOP in-house initiatives with continued service to citizens. • Look at Infrastructure Maintenance and Reestablishment

7. PanFlu-Specific Recommendations • Initiate Activities Early • Purchase and stockpile critical equipment and supplies ahead of time • Equip key staff with needed laptops and remote access capabilities • Prior to a widespread outbreak: • Determine and schedule conference calls • Local/Company coordination • Corporate coordination • Customer coordination • Key supplier coordination • Pre-establish communications channels • Identify local aspects that need coordination • Coordinate corporate wide at multiple levels

8. More PanFlu Recommendations • Verify work-at-home capabilities • Exercise regularly • Consider provisioning multiple access methods for critical staff (broadband, DSL, air cards, etc.) • Prepare for psychological aspects • Prepare for labor shortage • Develop pools of available staff • Refresh/train pools regularly or at trigger point • Remain flexible/adaptable

9. More PanFlu COOP • Discuss expectations with staff early • Communications will be key • Need reliable, credible sources of information • Need coordinated communication channels • Rely on both internal/external channels • Monitor state of transportation systems • High exposure staff will probably need prophylaxis • Security, Healthcare Providers • May need to consider relief for regulatory requirements

10. Questions?