Continuity of Operations (COOP)

1. Continuity of Operations (COOP) Presented by: James Macaulay, CEM DHS/FEMA Region IX Regional Continuity Program Manager 510.627.7009 Bay Area InfraGard – Chapter Meeting August 20, 2009 August 6, 2009

2. What is COOP? COOP includes. . . The efforts within individual organizations to ensure Essential Functions continue to be performed during a wide range of emergencies • Natural • Manmade • Technological • National security emergency

3. What is COOP? COOP is a good business practice and part of the fundamental mission of any agency as responsible and reliable institutions. • Integrated into all aspects of an organization’s daily operations and planning activities to reduce vulnerabilities and ensure continuity • Creating a ‘culture of continuity’

4. COOP Concepts Use a minimal workforce (Emergency Relocation Group/ERG) to maintain essential functions at an alternate site (Emergency Relocation Site/ERS). • All-hazards approach • Operational within 12 hours notice • Sustaining operations for at least 30 days or until a permanent facility can become operational • Alternate facilities in an area where operations will not be disrupted • Perform essential functions • Access to vital records and data

5. COOP Challenges • Similar challenges • Limited to no budget for facilities and equipment • Memorandum of Agreement/Understanding (MOA/MOU) • Creative resource management • Few funded positions • Business Continuity gauged by profit/bottom-line • Government COOP is driven by the need to provide leadership visible to our communities/ nation/world and maintain trust and confidence of the American people

6. National Continuity Program Policy Guidance National Security Presidential Directive (NSPD) 51/ Homeland Security Presidential Directive (HSPD) 20 Subject: Continuity Policy May 4, 2007 “A culture of continuity”

7. National Essential Functions (NEF) • Preserve our Constitutional form of government. • Provide leadership that is visible to the Nation and the world; maintain the trust and confidence of the American people • Defend the country against all enemies, foreign or domestic, and prevent or interdict future attacks • Maintain and foster effective relationships with foreign nations • Protect against threats to the homeland and bring to justice perpetrators of crimes or attacks against the nation, its citizens or interests • Provide rapid and effective response to and recovery from the domestic consequences of an attack or other incident • Protect and stabilize the nation’s economy; ensure confidence in our financial systems • Provide for critical Federal government services that address the national health, safety, and welfare needs of the Nation

8. National Continuity ProgramEvaluation Tool

9. Evaluation Tool Elements • Program Plans and Procedures • Budget and Acquisition of Resources • Essential Functions • Order of Succession • Delegation of Authority • Continuity Facilities • Continuity Communications • Vital Records Management • Human Capital • Test Training & Exercise Program • Devolution of Control and Direction • Reconstitution Operations • Operational Phases and Implementation • 63 Pages • 239 Line Items • 50 Critical Tasks

10. National Continuity ProgramEvaluation Tool • Version 6 - Developed by HQ FEMA NCP • Eagle Horizon 2008 • Evaluated 58 Departments & Agencies (D&As) in the National Capital Region • Continuity Readiness Reporting System • D&A Headquarters' Continuity Coordinators directed to send down to sub-elements • Audits and IG teams • To be used during National Level Exercises • NLE-10 (May 2010) • Available at FEMA.gov

11. Continuity Guidance Circular -1 • Provides guidance for developing continuity plans and programs for non-federal entities • Encourages incorporating continuity into daily operations • Goal of continuation of the essential functions The provisions of CGC-1 are applicable for State, local, territorial and tribal governments and the private sector.

12. This Tool provides guidance and assistance for States, Territories, Tribal, and Local Government Jurisdictions and Private Sector Organizations to identify continuity program strengths and areas for improvement useful for all organizations regardless of location, size and status of existing continuity programs or plans can be used as a checklist to create an initial continuity plan and program Continuity Assistance Tool (CAT)

13. BENEFITS OF THE CAT • Allows for comprehensive continuity program review. • Defines/refines continuity program baseline for strategic planning to correct deficiencies and achieve the required capabilities. • Provides program orientation for new staff members and leaders. • Creates a framework for budget, staff, and resource justification. • Enables the development of plans to rectify deficiencies.

14. COOP In A Pandemic Environment flu.gov

15. Government Continuity Planning for Influenza Pandemic All government organizations are responsible for developing pandemic plans that: • provide for the health and safety of their employees; • ensure that the organization will be able to maintain its essential functions and services in the face of significant and sustained absenteeism; • provide clear direction on the manner in which the organization will execute its responsibilities in support of the response to a pandemic; and • communicate pandemic preparedness and response guidance to all stakeholders of the organization.

16. Summary of Federal Government Planning Assumptions – May 06 • Susceptibility to pandemic influenza virus (PI) will be universal • Efficient and sustained person-to-person transmission signals an imminent pandemic • The clinical disease attack rate will be 30 percent in the overall population during the pandemic • Some asymptomatic infected persons will be able to transmit the virus • Around half or more of all ill persons may seek medical care • Risk groups cannot be accurately predicted 16

17. Summary of Federal Government Planning Assumptions – May 06 • Absenteeism will fluctuate between 30-40% during the peaks of the pandemic waves • Incubation period of PI is estimated to be approximately two days • Risk of transmission will be greatest during the first two days of illness • On average, each infected person will transmit the virus to two other people • Epidemics will last six to eight weeks in affected communities • Multiple waves are expected, lasting two to three months each 17

18. COOP Planning in response to a Pandemic Influenza will require moving beyond typical COOP

19. REFERENCE MATERIAL • National Continuity Policy • National Continuity Policy Implementation Plan • Federal Continuity Directives 1 and 2 • Continuity Guidance Circular 1 • COOP Planning Templates • Continuity Evaluation & Assessment Tools • National Strategy for Pandemic Influenza • National Strategy for Pandemic Influenza Implementation Plan • Key Elements of Departmental Pandemic Influenza Operational Plans (Metachecklist 2008) www.fema.gov/about/org/ncp/index.shtm

20. What is COOP? Common Challenges Policy Guidance, Assessment Tools, and Reference Material available Questions? Summary