CONTINUITY OF OPERATIONS PLANNING COOP IMPC Conference Tuesday

CONTINUITY OF OPERATIONS PLANNING (COOP) IMPC Conference Tuesday, May 6, 2014 PRESENTED BY: Romerio (Ro) Moreno, CMDSM, EMCM USDA Departmental Mail Manager Dennis (Dee) Banks USDA Management & Program Analyst

Session Objectives Provide a “high level” overview of a COOP, including its importance, terminology, benefits, planning, and implementation. Discuss the 12 key elements of a viable COOP with emphasis on tailoring the plan to fit your Mail Center or organizational requirements. Provide information about how a COOP event might affect you and your organization.

Session Topics COOP Definition & Benefits Today’s Program Includes: Authority for COOP Planning Objectives & Benefits 12 Key Elements of a Viable COOP Summary Questions & Answers

COOP Definition & Benefits According the FEMA/DHS a COOP includes. . . “The activities of individual departments and agencies and their sub-compartments to ensure that their essential functions are performed. ” COOP activities include… Plans and procedures to ensure that essential functions are performed. Tests, training, and exercises essential for ensuring a viable COOP capability. COOP is a good business practice. It enables the Mail Center to continue essential functions across a broad spectrum of hazards and emergencies: Natural Manmade Technological National security emergencies

Federal COOP Authority Legal Basis: Executive Order 12656, “Assignment of Emergency Preparedness Responsibilities” Applicable to Federal Executive Branch departments/agencies, subagencies and operations Federal Preparedness Circular (FPC) 65 guides Federal COOP planning FEMA is responsible for: Issuing COOP guidance. Promoting understanding of and compliance with COOP requirements in FPC-65. FEMA’S Office Of National Security Coordination (ONSC) is DHS’s implementing organization for its COOP Lead Agent responsibilities

COOP Planning Objectives & Considerations Ensure continued performance of essential functions Reduce loss of life/minimize damage and protect essential assets Ensure succession to office of key leadership Reduce/mitigate disruptions to operations Achieve timely recovery/reconstitution COOP plans must: Be capable of implementation anytime, with and/or without warning Provide full operational capability for essential functions NLT 12 hours after activation Sustain operations for up to 30 days and include regularly scheduled Testing Training & Evaluation (TT&E)

12 Key Elements of COOP Development Executive Summary Plan Maintenance Introduction Multi-Year Strategy & Management Planning Purpose Continuity of Operations Plan Testing, Training & Exercises Applicable /Scope Essential Functions Logistics COOP Planning Responsibilities Concept of Operations (Phases) Authorities & Reverences

COOP - Key Elements Briefly outlines the operations and the content of the COOP Explains the importance of COOP planning Describes what it is, who it affects, and circumstances for use May discuss background for planning Discusses key elements of COOP and explains the Mail Center’s implementation strategies. Refer to recent events causing emphasis for the importance of a COOP

COOP - Key Elements Explains why the Mail Center COOP planning Provides applicable Federal guidance and the purpose of COOP planning to ensure continuity of essential functions State’s that the COOP plan is designed to address all hazard threats Describes the applicability of the plan as a whole to include subordinate activities and personnel What is the scope of the plan? Addresses the full spectrum of potential threats, crisis, emergencies (natural and/or man-made)

COOP - Key Elements Authorities & Reverences Appendix in the plan outlines all supporting authorities Provide vital services Exercise civil authority Lists references that have assisted in development of the COOP Establish an Emergency Relocation Group (ERG) Developers must determine the functions that must be continued in all circumstances Essential functions include those that meet the 12/30 Rule: They must be resumed within 12 hours, and Cannot be interrupted for 30 days

COOP - Key Elements Explains how the operation will implement each critical COOP element Separate this section into 3 phases: Activation & relocation Alternate facility operations Reconstitution Provides the additional delineation of COOP responsibilities of each key staff position Include members of: Emergency Relocation Group (ERG) Those identified in order of succession and delegation of authority Others as appropriate

COOP - Key Elements Deals with explaining the significant requirements for identifying the alternate facility Explains the Test, Training and Exercise (TTE) plans The pros/cons of the alternate location TTE’s familiarize staff with their roles and responsibilities during and emergency The alternate facility should provide: Sufficient space & equipment Reliable: logistical support; services; infrastructure; health, safety and well being of personnel Helps to ensure that systems and equipment remain in a constant state of readiness Validates certain aspects of the COOP plan.

COOP - Key Elements The MYSMP should be developed as a separate document and addresses the short and long term COOP as it applies to: Goals and objectives Timelines and budgetary requirements Planning and preparedness considerations Planning milestones Tracking systems to monitor accomplishments Addresses how the operation plans to ensure the COOP contains the most current information Federal guidance calls for an entire review at least annually Update as they occur key evacuation routes, rosters, telephone information, maps, room/building designations of alternate locations

Devolution & Reconstitution Devolution is: 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. (FEMA) Reconstitution Is: 1. Inform all personnel that the threat no longer exists, and provide instructions for resumption of normal operations. 2. Supervise an orderly return to the normal operating facility or movement to another operating facility. 3. Report status of relocation to agency partners/customers. 4. Conduct an after-action review.

Summary Good COOP planning and preparation provides for the capability to continue essential government services (Mail Services) through any emergency A viable COOP program includes comprehensive planning, testing, training, maintenance, and exercises to ensure that desired capabilities are achieved and sustained. COOP events or emergencies can disrupt operations for an undetermined amount of time and can threaten our personal well-being and that of our families

RECOMMENDED COOP SOURCES ON THE WEB (SEE REFERENCES) questions / answers

REFERENCES 1. FEMA Continuity of Operations Plan Template Instructions http: //hls. wyo. gov/Library/coop/FEMAContinuity. Plan. Template. pdf 2. FEMA Continuity of Operations Plan Template http: //www. fema. gov/pdf/about/org/ncp/coop/continuity_plan_template. pdf 3. Comprehensive Preparedness Guide 201 – April 2012 http: //www. emd. wa. gov/plans/documents/cpg_201_thira_guide_final_ 040312. pdf 4. Devolution of Operations Template https: //www. fema. gov/pdf/about/org/ncp/dev_template. pdf