Continuity of Operations Planning for Community Based Human Service Organizations (COOP) Jeff Schlegelmilch Tom Chandler

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1 Continuity of Operations Planning for Community Based Human Service Organizations (COOP) Jeff Schlegelmilch Tom Chandler

2 Agenda Introductions and Overview 9:30 9:50 Module 1: What is a COOP? 9:50 10:45 Break 15 Minutes 10:45 11:00 Module 2: COOP Planning Steps 11:00 11:45 Module 3: Using Your COOP Plan 11:45 12:15 Conclusion/Evaluation 12:15 12:30

3 Introductions Please share with us your: 1. Name 2. Organization 3. Job Title/Role 4. One (1) Unanticipated Consequence from either Super Storm Sandy or Winter Storm Juno.

4 Non-Profit & Community Based Organization Preparedness Organizational Preparedness Continuity of Operations Plan (COOP) Staff Preparedness Client Preparedness Coordination and integration with emergency response and recovery systems

5 Community Based Human Service Organization (CHSO) Operations For Profit Business Revenue Business Continuity Revenue Community-Based Human Service Organization Social Impact

6 Vulnerable Population Needs and CHSO Capacity Post-disaster needs of vulnerable populations Routine needs of vulnerable populations Routine capacity of HSO s Post-disaster capacity of HSO s Disaster CM capacity Disaster 12 months 18 months

7 Module 1: What is a COOP?

8 COOP Scenarios Winter Storm A severe winter storm has dumped 3 feet of snow in a 24 hour period. As a result: The EOC is activated and a state of emergency has been declared All roads will be inaccessible for hours Secondary and tertiary roads will be inaccessible for hours There are sporadic power outages throughout the county Service Disruptions What services will this disrupt? Which services will create life safety issues for the recipients?

9 COOP Scenarios Influenza Pandemic A severe strain of novel influenza has emerged and is now widespread in the community. Hospitals are overwhelmed with patients Absentee rates at schools and businesses are estimated at 40% due to illness or caring for someone who is ill A national public health emergency has been declared, as well as a global pandemic Antiviral supplies are limited A viable vaccine is at least 3-6 months from initial availability. Service Disruptions What services will this disrupt? Which services will create life safety issues for the recipients?

10 What is Continuity of Operations (COOP)? Continuity of Operations (COOP), is an effort within individual executive departments and agencies to ensure that Primary Mission Essential Functions (PMEFs) continue to be performed during a wide range of emergencies, including localized acts of nature, accidents and technological or attack-related emergencies - FEMA

11 Why a COOP Plan? Planning requires agency personnel to review functions critical to the agency Planning process allows consideration of threats that could impact the agency and planning for the agency Allows determination of vital resources such as personnel and other to support agency essential functions

12 Planning: A Circular Process COOP Preparedness COOP Activation Plan and Development Activate in COOP Event Modification Implementation After Activation Maintenance

13 What Does This Process Look Like? Educate Staff Develop a Recovery Plan Educate Clients / Patients Perform a Risk Assessment (Hazard Likelihood + Severity of Vulnerability = Risk) Continuity of Operations Plan (COOP) Mitigate Foreseeable Hazards

14 COOP Planning Considerations KEY POINTS Continued essential functions Reduce loss of life / minimize damage Succession Reduce / mitigate disruptions Protect essential assets Recovery / reconstitution Maintain TT&E program COOP plans must: Be capable of implementation anytime, with and without warning. Provide full operational capability for essential functions not later than 12 hours after activation. Be capable of sustaining operations for up to 30 days. Include regularly scheduled TT&E. - FEMA

15 Human Resources: Your Vital Asset Without a workforce both able AND willing to report to work in the setting of a disaster or public health emergency it is unlikely that your agency will be able to provide all necessary services. Communication with staff is essential to a successful continuity plan, before, during and after an event. Educating your staff on basic personal and family preparedness is essential in assuring that your employees will be able to perform their essential functional roles during a crisis.

16 Human Resources: Your Vital Asset Being a resource for your staff by offering certain things will increase ability and willingness to report to work and reduce absenteeism during disasters and public health emergencies. Some resources include: Flu Shots or Work-based PODs Flexible scheduling or telecommuting Temporary on-site Child Care Stress and Mental Health Counseling for Employee and Family Meals while at work Temporary Housing and Food Assistance Expedited Assistance with Red Cross or FEMA

17 COOP Elements Plans and Procedures Essential Functions Delegations of Authority Orders of Succession Alternate Facilities Interoperable Communications Vital Records Human Capital Test, Train and Exercise Devolution Reconstitution -FEMA

18 Primary Mission Essential Functions Essential Functions are those functions that enable an organization to: Provide vital services Exercise civil authority Maintain safety Sustain the industrial and economic base Basis for determining resource requirements: Staff Vital information/critical systems Equipment Supplies and services Facilities -FEMA

19 PMEF Priority Levels Recovery Time Objective: Duration of time to restore an essential function to avoid unacceptable consequences Priority 1: Must be maintained at all costs Functions that address immediate life / safety threats Constitutionally required functions Maintenance of key leadership Priorities 2 4 are based on the amount of time they could be suspended without seriously jeopardizing public health and safety Priority 2 functions = 24 hours Priority 3 functions = 72 hours Priority 4 functions = more than 72 hours

20 Activity 1: Defining your Essential Functions Impact to your facility and prevention of transit to/from your agency Damage to Critical Infrastructure Also Consider: Electrical Service Telecommunications Vital Records Consider How Disasters Disrupt Services Data and Medical/Client Records Prevent employees from performing their duties and clients from accessing services Cause rapid displacement Networks End-User PCs Suppliers/Vendors

21 Activity 1

22

23 Module 2: COOP Planning Steps

24 COOP Planning Steps STEP 1: Create your Steering Committee STEP 2: Establish Program Scope and Objectives STEP 3: Conduct a Risk Assessment STEP 4: Conduct an Impact Assessment STEP 5: Create your Mitigation Strategy & Recovery Objectives STEP 6: Test your Plan

25 COOP Planning Steps STEP 1: Create your Steering Committee STEP 2: Establish Program Scope and Objectives STEP 3: Conduct a Risk Assessment STEP 4: Conduct an Impact Assessment STEP 5: Create your Mitigation Strategy & Recovery Objectives STEP 6: Test your Plan

26 STEP 1: Create your Steering Committee Include representation from all relevant departments and sectors Choose a someone to manage all continuity implementation activities Designate a senior leader to champion COOP initiatives Key planning considerations: Delegation of authority and chain of command

27 COOP Planning Steps STEP 1: Create your Steering Committee STEP 2: Establish Program Scope and Objectives STEP 3: Conduct a Risk Assessment STEP 4: Conduct an Impact Assessment STEP 5: Create your Mitigation Strategy & Recovery Objectives STEP 6: Test your Plan

28 STEP 2: Establish Program Scope and Objectives 1. Organization-wide planning 2. Integrate into existing organizational structure 3. Establish protocols to communicate with relevant response partners and stakeholders 4. Establish alert and notification procedures for COOP activation Key planning considerations: Each agency s essential functions and priority Personnel, equipment and policies to support functions Services you provide to other agencies System for maintaining provision of those services Seasonal/calendar priorities

29 COOP Elements (S.O.S.) Systems Mission critical Protected Redundant Back up Organization & Leadership Staff Roles + Organization (ICS) Communication plan Coordination with Emergency Mgmt + PH Services + Client / Stakeholder Support

30 COOP Elements (S.O.S.) Systems Mission Critical Organization & Leadership Staff Roles + Organization (ICS) Services + Client / Stakeholder Support Communicate Plan Protected Communication Plan Resources Available & Needed Redundant Back up Coordination with Emergency Mgmt + PH

31 COOP Planning Steps STEP 1: Create your Steering Committee STEP 2: Establish Program Scope and Objectives STEP 3: Conduct a Risk Assessment STEP 4: Conduct an Impact Assessment STEP 5: Create your Mitigation Strategy & Recovery Objectives STEP 6: Test your Plan

32 Risk and Impact Assessment Risk Assessment: How likely is a certain event to occur? Key planning considerations: Shelter-in-place guidelines Emergency evacuation procedures Documented order of succession for management positions and key officials Briefing and training of personnel designated as successors and holders of emergency responsibilities Availability of contingency staffing Employee education about family emergency preparedness Impact Assessment: Should that event occur, how vulnerable is your organization and what is the impact? Key planning considerations: Shelter-in-place guidelines Emergency evacuation procedures Documented order of succession for management positions and key officials Briefing and training of personnel designated as successors and holders of emergency responsibilities Availability of contingency staffing Employee education about family emergency preparedness

33 COOP Planning Steps STEP 1: Create your Steering Committee STEP 2: Establish Program Scope and Objectives STEP 3: Conduct a Risk Assessment STEP 4: Conduct an Impact Assessment STEP 5: Create your Mitigation Strategy & Recovery Objectives STEP 6: Test your Plan

34 STEP 5: Create your Mitigation Strategy & Recovery Objectives Key planning considerations: Predetermined alternate worksites and appropriate contracts, agreements and understandings Alternate worksites capable of supporting essential functions and operations Relocation plan that includes the arrangement of transportation, food, security and lodging for essential personnel Capability of employees to work from home Plan for returning to the primary location

35 COOP Planning Steps STEP 1: Create your Steering Committee STEP 2: Establish Program Scope and Objectives STEP 3: Conduct a Risk Assessment STEP 4: Conduct an Impact Assessment STEP 5: Create your Mitigation Strategy & Recovery Objectives STEP 6: Test your Plan

36 STEP 6: Test your Plan Train Test for Failure Identify Weak Points Update Plan

37 Activity 2

38 COOP Scenarios Winter Storm A severe winter storm has dumped 3 feet of snow in a 24 hour period. As a result: The EOC is activated and a state of emergency has been declared All roads will be inaccessible for hours Secondary and tertiary roads will be inaccessible for hours There are sporadic power outages throughout the county Service Disruptions What are your essential functions? How are they impacted by this scenario? How would you keep them functioning in this scenario?

39 COOP Scenarios Influenza Pandemic A severe strain of novel influenza has emerged and is now widespread in the community. Hospitals are overwhelmed with patients Absentee rates at schools and businesses are estimated at 40% due to illness or caring for someone who is ill A national public health emergency has been declared, as well as a global pandemic Antiviral supplies are limited A viable vaccine is at least 3-6 months from initial availability. Service Disruptions What are your essential functions? How are they impacted by this scenario? How would you keep them functioning in this scenario?

40 Module 3: Integration With Partners

41 COOP Scenarios Winter Storm A severe winter storm has dumped 3 feet of snow in a 24 hour period. As a result: The EOC is activated and a state of emergency has been declared All roads will be inaccessible for hours Secondary and tertiary roads will be inaccessible for hours There are sporadic power outages throughout the county Service Disruptions Who are your key partners? How do they affect your essential functions? What would you need from them in this scenario?

42 COOP Scenarios Influenza Pandemic A severe strain of novel influenza has emerged and is now widespread in the community. Hospitals are overwhelmed with patients Absentee rates at schools and businesses are estimated at 40% due to illness or caring for someone who is ill A national public health emergency has been declared, as well as a global pandemic Antiviral supplies are limited A viable vaccine is at least 3-6 months from initial availability. Service Disruptions Who are your key partners? How do they affect your essential functions? What would you need from them in this scenario?

43 Planning Considerations for Partner Integration Emergency Communications and Integration within an Organization Identify critical partners based on essential functions: - Suppliers - Collaborators - Other service relationships Interacting with Public Health / Emergency Management ICS / Emergency Support Functions DOH Bioterrorism Task Force / Subcommittee / listserv Training & Drills City Agencies Emergency Management Departments of Public Health Other Organizations COOP plans of suppliers

44 Next Steps Participant Feedback Forms please fill them out NOW and leave with the facilitator COOP Plan based on lessons learned today Leadership Approval of COOP Plan

45 Thank You!

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