Continuity of Operations Plan (COOP) Kickoff Meeting

1. Continuity of Operations Plan (COOP) Kickoff Meeting May 2007

2. Agenda • Contact Information • COOP Overview • COOP Contents • COOP Development Process • Discussion

3. Contact Information Stephen Rea Office of Emergency Services Emergency Services Coordinator 858-715-2204 Irina Obenauer URS Project Manager 619-243-2952

4. COOP COOP Overview • A Continuity of Operations (COOP) Plan serves as a supplemental tool to the City’s Emergency Operations Plan (EOP). • COOP is designed to ensure that the City and its departments are able to continue performing essential functions and to facilitate an orderly recovery following a disaster.

5. Reduce or mitigate disruptions to operations Achieve a timely and orderly recovery from an emergency and resume full service to customers Protect essential facilities, equipment, records, and other assets Ensure the continuous performance of an agency’s essential functions/operations during an emergency COOP Overview

6. COOP Overview A COOP activating event is: • An emergency that incapacitates the normal functioning of the City’s department(s) for more than a limited amount of time • Damage to the building • High rate of employee absenteeism COOPs are “all-hazard” and can be activated due to: • A Natural Disaster, or • An Act of Terrorism, or • An Accident

7. COOP Overview COOP Program Goals: • Capable of being implemented with or without warning • Operational within a minimal period (12 hours) of disruption for essential functions • Capable of maintaining sustained operations for up to 30 days (longer during a pandemic) • During a pandemic, sustain operations with staff reduction of up to 30 percent for up to18 months • Continuous testing, training, and exercising of personnel, equipment, systems, processes, and procedures • Incorporate lessons learned

8. Activation and Relocation Lessons Learned & After-Action Reporting Alternate Operating Facility Operations Reconstitution COOP Overview • COOP Implementation Phases

9. Essential Functions Delegation of Authority Orders of Succession Alternate Facilities Vital Records, Databases & Systems Interoperable Communications Contingency Staff and Responsibilities Devolution Reconstitution Tests, Training and Exercises COOP Elements

10. COOP Elements Essential Functions Most important planning element • Basis for determining resource requirements: • Staffing • Vital data/critical systems • Essential equipment • Supplies and services • Facilities Essential Functions are defined as those functions, stated or implied, that City departments are required to perform by statute, executive order, or City policy AND are necessary to provide vital services, exercise civil authority, maintain the safety and well-being of the general populace, and sustain the industrial/economic base in an emergency.

11. COOP Elements Essential Functions • Critical Essential Functions • Cannot be interrupted or can be only minimally interrupted following an incident. • Long-term Essential Functions • Can be interrupted for the first 30 days following an incident, but must be resumed thereafter.

12. COOP Elements Delegation of Authority An official mandate calling on the individual holding a specific position to assume responsibilities and authorities not normally associated with that position when specified conditions are met. Orders of Succession The order and conditions under which the responsibilities and authorities of a public official are passed to another official when the original holder of the responsibilities and authorities is unable or unavailable to exercise them.

13. COOP Elements Primary Location The department center of operations or primary location where functions occur. Alternate Location Pre-identified building to house essential functions if Primary Location is unavailable.

14. COOP Elements Vital Records Records or documents which, if damaged or destroyed, would disrupt agency operations and information flow, cause considerable inconvenience and require replacement or re-creation at considerable expense Vital Systems and Equipment A system or piece of equipment that is essential to emergency operations and/or to the agency’s continuance of essential functions during a crisis

15. COOP Elements Interoperable Communications Alternate communications that provide the capability to perform minimum departmental essential functions, in conjunction with other agencies, until normal operations can be resumed

16. COOP Elements Contingency Staff and Responsibilities The personnel of the Department designated to report to the alternate facility/location during COOP implementation to ensure that the Department is able to perform its essential functions.

17. COOP Elements Devolution The capability to transfer statutory authority and responsibility for essential functions from an agency’s primary operating staff and facilities to other employees and facilities and to sustain that operational capability for an extended period. Reconstitution The process by which agency personnel resume normal agency operations from the original or replacement primary operating facility.

18. COOP Elements Tests, Training & Exercises • Testing and exercising COOP capabilities are essential to demonstrating and improving the ability of departments to execute their COOPs. • Serve to validate or to identify improvements to the COOP’s policies, procedures, systems, and locations. • Periodic testing and exercising also help to ensure that equipment and procedures are maintained in a constant state of readiness.

19. COOP Pandemic Considerations Pandemic Workbook Focuses on the following topics: • Long Term Essential Functions • Assessment of telecommuting capabilities • Projected 30% reduction in staffing levels • Social distancing techniques

20. COOP Development Process

21. COOP Template Created in accordance with federal laws, State and local law, plans, and administrative guidance.

22. COOP Contents • Section 1 COOP Background Information • Section 2 COOP Information • Section 3 Pandemic Workbook • Section 4 Concept of Operations • Annex A Plan, Analysis, and Review Checklists • Annex B Implementation Checklists • Annex C Alternate Facility/Location Transportation Info • Annex D Supporting Departmental Documents • Annex E After Action Reporting • Annex F COOP Best Practices • Annex G Definition and Acronyms

23. Approach • Identify stakeholders and establish a COOP development team. • Decide on the number of COOPs to develop (city-wide vs. department-specific). • Identify applicable plans and Standard Operating Procedures (SOP). • URS will provide worksheets and guidance to assist the City in the gathering of the appropriate information. • URS will customize the COOP template for the City’s needs and will enter information gathered into the COOP template. • Review draft COOP(s). • Finalize COOP(s).

24. COOP Development Process • Kickoff Meeting • Information Gathering/Review Meeting 1 • Information Gathering/Review Meeting 2 • Draft COOP Meeting • Final COOP Meeting

25. COOP Development Process Kickoff Meeting Goals • Introduce key COOP concepts. • Introduce COOP development process. • Identify stakeholders and establish a COOP development team. • Determine the number of COOP plans needed. • Introduce COOP worksheets to gather information regarding: • Essential Functions • Orders of Succession • Alternate Locations

26. COOP Development Process Information Gathering/Review Meeting 1 Goals: • Review information received and answer questions. • Introduce COOP worksheets to gather information regarding: • Devolution • Vital Records and Systems • Interoperable Communications

27. COOP Development Process Information Gathering/Review Meeting 2 Goals • Review information received and answer questions. • Introduce COOP worksheets to gather information regarding: • Contingency Staff and Responsibilities • Pandemic Workbook • Activation/Notification

28. Draft COOP Development Process Draft COOP Meeting Goals • Obtain feedback on Draft COOP(s). • Discuss remaining information required to complete the COOP(s).

29. Final COOP Development Process Final COOP Meeting Goals • Obtain feedback on Final COOP(s). • Review and discuss any remaining issues. • Complete anonymous questionnaire to provide feedback on COOP process.

30. Questions

31. Discussion • Identify stakeholders and establish a COOP development team. • Determine number of Departmental COOPs necessary. • Review information gathering worksheets.