Training Guide — Gaining Senior Leadership Support for Continuity of Operations

1. Training Guide—Gaining Senior Leadership Support for Continuity of Operations

2. Briefing Guide Objectives and Contents • Explain Legal Authorities • Provide an understanding of Continuity operations • Emphasize the benefits • Explain the importance of and need for securing support from senior leadership and decision makers • Emphasize the need for viable Continuity planning considerations for organizations • Describe role of Leadership • Summarize the Continuity Program

3. Senior Leadership Video • Continuity connection: Gaining Senior Leadership Support by Eric Kretz … (To activate the video, from the menu bar click on the ‘slide show’ tab; click on the ‘from beginning’ tab, click either the image above or this link: http://www.usfa.dhs.gov/coop/Gain.shtm) . To exit ‘slide show’ mode press ‘Escape’ key.

4. What makes a successful Continuity Program? What makes a successful Continuity Program?

5. A Successful Continuity Program… • Commitment to Continuity operations articulated by senior leaders • Agency/organization culture that supports Continuity readiness and preparedness • Viable Continuity capability and executable Continuity plan • Clearly defined planning priorities and budget process • Coordination, collaboration, and information sharing with internal and external stakeholders  • Senior leadership expectations managed • Effective facilities management process • Commitment to Test, Training and Exercise Program and Corrective Action Program

6. Why should senior leadership support Continuity planning? Why should senior leadership support Continuity planning?

7. Senior Leadership Support for Continuity… • Senior leadership should support Continuity because it: • Ensures the capability of continuing agency essential functions during a wide range of potential emergencies • Ensures critical planning gaps, budgetary, and management challenges are identified and addressed • Supports good business practice • Senior leadership support ensures: • Protocols are established for vital records backup in a secure environment • Designated responsibility for developing a “Go Kit” • Agency/organization participation in a Continuity Test, Training and Exercise (TT&E) program and Corrective Action Program • Identification of communication and IT requirements

8. How to gain senior leadership support for Continuity? How to gain senior leadership support for Continuity?

9. Gaining Senior Leadership Support for Continuity… • Gaining senior leadership support for Continuity requires Continuity Program Managers to: • Demonstrate the value of Continuity to the agency/organization mission • Ensures the capability of continuing agency/organization essential functions during a wide range of potential emergencies • Protects the staff, facilities, and the Return on Investment (ROI) • Identify legal requirements, mandates, and guidance for implementing a Continuity program • NCPIP and FCD 1 (Federal Government) and CGC 1 (non-Federal entities) • Ensure compliance with applicable Executive Orders

10. How can senior leadership assist in the Continuity process? How can senior leadership assist in the Continuity process?

11. Senior Leadership Assistance for the Continuity Process… • Appoint a Continuity Coordinator who will: • Direct the work of the Continuity Program Manager to create a seamless Continuity planning environment • Serve as executive team liaison • Signatory for approved Continuity budget requirements • Brief senior leadership on Continuity planning • Approve the Continuity plan • Approve the Multi-Year Strategy and Program Management Plan

12. Senior Leadership Assistance for the Continuity Process…(Cont’d) • Appoint a Continuity Program Manager who will: • Establish Continuity as priority • Serve as agency/organization Continuity subject matter expert • Identify and prioritize the essential functions • Identify successor and delegations of authority • Provide guidance and oversight for developing agency/organization Continuity plan and manage plan review, revision, and update process • Submit the Continuity plan for approval • Develop long-term Continuity budget and ensure budgetary support recommendations

13. Senior Leadership Assistance for the Continuity Process…(Cont’d) • Appoint a Continuity Program Manager who will: (cont’d) • Prepare the Multi-Year Strategy and Program Management Plan if required • Coordinate with agency/organizations operations and emergency manager to ensure performance of essential functions in an all-hazards environment • Critical Continuity Program Manager skills: • Business management • Interpersonal • Communication and facilitation • Coordination and collaboration • Team building • Planning

14. What are senior leadership Continuity responsibilities? What are senior leadership Continuity responsibilities?

15. Senior Leadership Continuity Responsibilities… • Senior Leaders are responsible for: • Creating a Continuity culture • Promoting and emphasizing the importance of a viable Continuity program • Approving and authorizing essential functions • Establishing orders of succession and delegations of authority • Approving Emergency Relocation Group (ERG) personnel, ensuring ERG positions are filled, and the call-down roster is maintained • Promoting family support planning

16. Senior Leadership Continuity Responsibilities…(Cont’d) • Senior Leaders are responsible for: (Cont’d) • Supporting and approving Continuity planning activities, to include test, training, and exercises; reconstitution; and devolution planning and a Corrective Action Program • Creating protocols and identifying triggers for Continuity plan activation • Coordinating interagency Continuity efforts and initiatives

17. Activity/Role Playing Activity/Role Playing

18. Activity/Role Play: Gaining Senior Leadership Support Instructions: • Work in small groups at your table to complete this activity • Consider your agency’s/organization’s Continuity strengths and challenges • Based on your Continuity planning knowledge, identify three critical points you would use to “sell” Continuity planning to your senior leaders • Form teams of two within the group to complete this role-play activity. Assign one person to be a Continuity Program Manager and the other a senior leader Continued on next slide

19. Activity/Role Play: Gaining Senior Leadership Support (Cont’d) Instructions: • Scenario: The agency/organization hired a Continuity Program Manager to develop the Continuity plan and gain senior leadership buy-in/support. The agency/organization does not have a Continuity plan • Role Play: Using the three key points previously identified, have the Continuity Program Manager incorporate them into a role-play discussion to convince senior leadership for why they should support Continuity planning You have 30 minutes to complete the activity and 10 minutes to role play

20. What key points should be addressed when briefing senior leadership? What key points should be addressed when briefing senior leadership?

21. Senior Leadership Briefing… • Senior leadership briefing points… • What is Continuity and why is it important • Requirements for a Continuity capability • Impact of not having a Continuity capability • Senior leadership role and responsibilities • Next steps • Note: As part of this training, a Senior Leadership Briefing Guide has been created to provide recommendations and guidance for creating a senior leadership briefing.

22. Summary and Transition This guide/unit: • Addressed the importance of senior leadership support for Continuity and their continuity roles and responsibilities • Discussed Continuity coordinator and continuity program manager continuity roles • Provided an opportunity to participate in activities focused on developing strategies for gaining senior leadership support for Continuity • Addressed key discussion points for senior leadership briefing

23. Questions Questions?

24. End of Presentation