The [insert of position] in charge of the Emergency Response Team responsibilities are: [insert responsibility] [insert responsibility] [insert responsibility] [insert responsibility] Members of the Emergency Response Team responsibilities are: [insert responsibility] [insert responsibility] [insert responsibility] [insert responsibility] The Reconstitution Manager responsibilities are: [insert responsibility] [insert responsibility] [insert responsibility] [insert responsibility] Members of the Reconstitution Team responsibilities are: [insert responsibility] [insert responsibility] [insert responsibility] [insert responsibility] Procedures The [insert name of agency] has developed specialized lists of responsibilities by unit based on its unique organizational structure. The agency has presented these responsibilities in checklist format for those key personnel that shall: manage the activation of the COOP plan; oversee implementation of emergency response procedures to ensure the safety of employees, contractors, customers and the general public; activate alternate facilities and supporting communications and information technology systems; support legal activities on behalf of the agency; provide public information; perform situation assessment for the agency infrastructure; perform inspection and repair; develop temporary service plans; lead the recovery transition; and
FORM B: Prioritized Listing of Essential Functions and Processes The following outlines the essential functions and/or processes that are necessary for the implementation of [insert agency name] COOP plan. The records/databases, equipment, and applications/systems necessary for each essential function are identified and prioritized to ensure all necessary components are protected and recovered during COOP operations. The priorities are as follows: Tier 1) Function must be operational within 12 hours; Tier 2) Function must be operational within 13 hours to 1 week; Tier 3) Function must be operational one week to two weeks; Tier 4) Function is not required until Tiers 1-3 are operational; Tier 5) Function is not required for 30 or more days. PRIORITY FUNCTIONS/PROCESSES VITAL RECORDS/DATABASES EQUIPMENT APPLICATIONS/SYSTEMS 1 Implement the Individual and Public Assistance plans as needed for an effective response and onsite training of jurisdictions for recovery process. PDA Forms; PA training PowerPoint File; H:Drive 5 workstations; Microsoft Office suite; Visio; Acrobat; Outlook WebEOC; Intra/internet; EMMIE; TRIM; DARS mobile application 1 WebEOC project and status monitoring and update. WebEOC records 2 workstations
FORM F1: Requirements for Alternate Work Site Directorate/ Bureau/ Division Critical Function Resources Needed Space Needed # Required Telework Possible? Y/N Interdependent Function? Y/N Dependent Upon? Bureau of Food Distribution Transfer of food to congregate feeding site 2Xphones w/ long distance service 1XFAX 4Xcomputers Standard source 576 sq. ft (note 1) 4 N Y USDA IOEM Red Cross ID DPT of Education Note 1: Pandemic flu social distancing planning requirement is 3-6 feet in each direction between employees
FORM I: Training, Testing and Maintenance Training Components Training Type Targeted Staff Responsible Staff Frequency Date Scheduled Date Completed Training Example: COOP Awareness Online – FEMA IS 546 COOP Team Senior Leadership Annually NLT 2/28/09 2/15/09 Testing Components Responsible Staff Frequency Date Scheduled Date Completed Testing Example: Table Top with Senior Leadership COOP Program Manager Annually 7/15/09 7/15/09 Example: Functional Exercise (Alt Site Relocation) COOP Program Manager Bi-annually 11/25/09 11/25/09 Maintenance Components Responsible Frequency Date Scheduled Date Completed Maintenance Example: Update Call Trees HR Office Semi-Annually 6/15/09 6/30/09 Example: Update Vital records Schedule Records Coordinator Annually 11/15/09 11/15/09
FORM J: COOP Plan Maintenance Activity Tasks Frequency Date required Date Completed Plan Update and Certification 1. Review entire plan 2. Incorporate lesson learned and changes in policy 3. Manage distribution of plan updates Maintain and update Orders of Succession 1. Obtain names of current incumbents and designated successors 2. Update Delegations of Authority As needed Checklists 1. Update and revise checklists 2. Ensure annual update As needed Annually Update rosters of all positions Confirm/update information on rostered members of COOP Team Quarterly Appoint new members of COOP Team 1. Qualifications determined by COOP leaders 2. Issue appointment letter and schedule orientation As needed Maintain alternate work site readiness 1. Check all systems 2. Verify access and systems 3. Cycle supplies and equipment as needed Quarterly Review and update supporting MOU/MOA 1. Review for currency and new needs 2. Obtain signatures renewing agreement or confirming validity Annually Monitor and maintain equipment at alternate site(s) 1. Train users and provide technical assistance 2. Monitor volume/age of materials and assist with cycling/removing files Ongoing Train new members 1. Provide orientation and training class 2. Schedule participation in all training and exercise events Within 30 days of appointment