[Insert Department or Agency Name] [Insert Department or Agency mailing address (street, city, state, zip code)] Duty Emergency Contact Name / Number Non-Duty Emergency Contact Name / Number [Insert Emergency Contact Name] [Insert Emergency Phone Number ] [Insert Emergency Contact Name] [Insert Emergency Phone Number ] [Fill in the chart with your organization’s Primary Agency COOP Coordinator, Alternate Agency COOP Coordinator, Primary Facility Representative, and Alternate Facility Representative.] Contact Name Position Title Phone Email Mailing Address Primary Agency COOP Coordinator Alternate Agency COOP Coordinator Primary Facility Representative Alternate Facility Representative FACILITY INFORMATION AND
reported with minimal impact to staff. II Partial Activation Small fire localized to one wing or floor of the building; system or equipment failure expected to last more than one day; public health emergency declared with moderate impact to staff. An actual estimated to disrupt the operations of Mission Essential Functions for more than the established recovery time objectives or 24 hours. Partial activation of the COOP Plan. I Full Activation Gas line explosion has caused extensive structural damage to the facility; system or equipment failure expected to last for an extended period of time; public health emergency declared with significant impact. An actual event that significantly disrupts the operations of multiple MEFs for a period of time exceeding the MEF recovery time objectives. Full Continuity of Operations Plan approved by the executive leadership. Readiness and Preparedness [Insert Department or Agency Name] personnel must prepare for a continuity [Insert Department or Agency Name] personnel have been instructed to plan in advance what to do in an emergency and to develop a family support plan to increase personal and family preparedness. To develop a family support plan, personnel should use the template available at . This site includes information o medical, special needs, travel and other important issues for the employee and their families. This site also includes a “Get Ready Now” pamphlet, which explains the importance of planning and provides a template that family members can use to develop a specific family plans. If personnel need assistance in creating your family support plan, please contact [insert office, position title, and contact information]. Family Plan and Kits [Insert Department or Agency Name] CRT members have the responsibility to create and maintaining drive-away kits. CRT members are responsible for carrying the kits to the Alternate Relocation Facility (ARF) or pre-storing the kits at the ARF. [Insert Department or Agency Name] has identified what these kits should contain in the following table on [insert page number here]. In order to maintain currency of kits, [insert Department or Agency Name] has established procedures for updating the kits. [Insert Drive-Away Kits Checklist and procedures in an Attachment, such as having CRT members bring kits on annual exercises, distributing quarterly update materials, or establishing an acquisition program to regularly replace agency-supplied away
emergency items]. In addition, personnel will conduct the readiness and preparedness activities as described in the Plan Maintenance Section of this COOP. Table 3 COOP Drive-Away KIT Drive Away Kit Identification and charge cards o Government identification card o Drivers license o Government travel card o Health insurance card o Personal charge card Communication equipment o o Government cell phone o Personal cell phone o Government Emergency Telephone Service card • Hand-carried vital records • Directions to continuity facility • Maps of surrounding area • Business and leisure clothing • Continuity plan • Flashlight • Business and personal contact numbers o Emergency phone numbers and addresses (relatives, medical doctor, pharmacist) • Toiletries • Batteries for phones, GPS, and laptop Bottled water and non-perishable food (i.e., granola, dried fruit, etc.) • Medical needs o Insurance information o List of type o Hearing aids and extra batteries o Glasses and contact lenses o Extra pair of eyeglasses/contact lenses o Prescription drugs (30-day supply) o Over-the-counter medications, dietary supplements • [Insert additional recommended items] In addition, [insert department or agency name] conducts the following continuity readiness and preparedness activities: [insert any additional organization readiness and preparedness measures for organization personnel here, such as orientation training, brown bags, or working lunch informational sessions, senior leadership addresses to the organization regarding continuity, etc.] PHASE II – ACTIVATION This section should explain continuity of operations plan activation procedures and relocation procedures from the primary facility to the ARF. The plan must provide a process or methodology for attaining operational capability at the ARF site(s) with minimal disruption to operations within 12 of plan activation. This section should also address procedures and guidance for non-relocating personnel. Sample text for this section includes: To ensure the ability to attain operational capability at continuity facilities with minimal disruption to operations, [insert Department or Agency Name] has developed detailed activation and relocation which are captured in the following sections: Decision Process Matrix
Coordinate and support continuity of government. Provide continuity guidance and support to County department, agencies and institutions of higher education). < 2 hours Protect the life and safety of students, employees, faculty, staff, and visitors while on property Provide a safe and secure environment on campus by maintaining on site law enforcement and security services. < 2hours
ORIGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES This section should include additional delineation of continuity of operations responsibilities of each key position. Sample text for this section includes: Every employee is important to the achievement of the [insert Department or Agency]’s mission. However, like critical processes and services, each essential function has associated key personnel and positions that are necessary to the continuity of [insert Department or Agency]’s operations. They represent strategically vital points in [insert Department or Agency]’s management and authority and underscore the essential functions of [insert Department or Agency] that must be carried out. If these positions are left unattended, [insert Department or Agency] will not be able to meet customer needs or fulfill its essential functions. This is why [insert Department or Agency] includes a succession planning and management component in the event these key positions suddenly become vacant. Succession planning and management ensures the continued effective performance of [insert Department or Agency] by provisions for the replacement of people in key positions. PESONNEL TO PERFORM ESSENTIAL FUNCTIONS Based on the [insert Department or Agency] or agency or jurisdiction’s list of essential operations are functions, decision can be made regarding the staff that will be required to perform those functions during an emergency. In general, key personnel will be identified for the positions listed below. The following table shows examples of some of the continuity of operations responsibilities. Table 8 COOP Responsibilities POSITION RESPONSIBILITIES Director Provide strategic leadership and overarching policy direction for the Continuity of Operations Program Implement the Continuity of Operations Plan when necessary, or when directed by the Public Safety Director Ensure adequate funding is available for emergency operations Update and promulgate orders of succession and delegation of authority Ensure all stakeholders participate in the Continuity of Operations Exercises Notify County officials and stakeholders of COOP activation
agency leadership, other agencies, and critical customers Status of communications and IT systems Situation reports Hazard information Incident details specific to the alternate facility Situation briefings Situation reports At shift change INTEROPERABLE COMMUNICATIONS The ability of an organization to execute its essential functions at its primary and alternate facilities depends on the identification, availability, and redundancy of critical communications and information technology (IT) system to support connectivity among key government leadership personnel, internal organization elements, other organizations, critical customers, and the public, during crisis and disaster conditions. Sample text for this section includes: [Insert Department or Agency] has identified available and redundant critical communication systems that are located at the primary operating facility and the alternate relocation facility. Further, [insert Department or Agency] maintains capable continuity communications that could support organization needs during all hazards, to include pandemic and other related emergencies, and give full consideration to supporting social distancing operations including telework and other virtual offices. In addition, [insert Department or Agency] maintains communications equipment for use by employees with disabilities and hearing impairment. TABLE 13 INTEROPERABLE COMMUNICATIONS Communication System Support to Essential Function Current Provider Specification Alternate Provider Special Notes Non-secure Phones Secure Phones Fax Lines Cellular Phones
mission essential functions, and orders of succession) significant plan changes occur Applicable Contractors Continuity Plan Training (must minimally include individual Continuity Plan duties, mission essential functions, and orders of succession) Continuity Coordinator Annual awareness reminder or when significant plan changes occur All Agency Personnel Continuity Plan Training (must minimally include individual Continuity Plan duties, mission essential functions, and notification procedures, Interoperable communications, operations plans, and orders of succession) Continuity Coordinator Annual awareness reminder or when significant plan changes occur [Insert Department or Agency Name] formally documents and reports all conducted continuity TT&E events, including documenting the date of the TT&E the type of event, and names of participants. Documentation also includes test results, feedback forms, participant questionnaires, and any other documents resulting from the event. Continuity TT&E documentation for [Insert Department or Agency Name is managed by [insert office/title] and is found [insert location]. Further, [insert Department or Agency Name] conducts a comprehensive debriefing or hotwash after each exercise, which allows participants to identify systemic weaknesses in plans and procedures and to recommend revisions to organization’s Continuity of Operation Plan. Documentation from TT&E hotwashes is found [insert location]. Table 15 Test, Training & Exercise Documentation Name of Event: Type and Purpose of Event: Date: Confirmation Initials or Signature Continuity Facility Communications Check Test and validate equipment to ensure internal and external interoperability and viability of communications systems August 1, 2020 [insert signature] Name of Participants Office Phone/Email Sally Austin Office of the Director 222-222-2222/ /s/ Austin Alex Burners Human Resources 111-111-1111/ /s/ Alex Burns [ Insert Department or Agency Name] has developed a Corrective Action Program (CAP) to assist in documenting, prioritizing, and resourcing continuity issues identified during
ATTACHMENT C –ESSENTIAL FUNCTIONS AND SUPPORTING RESOURCES Essential Function Essential Function Description Key Personnel and Back-up Vendors and External Contacts Records Equipment Systems RTO Payroll Cheryl David Road Oscar Thomas Resa Catering Payroll Records PC, cell phone, telephone, fax machine Internet Access, software 72 hours
To identify, prioritize, and document essential functions, [insert Department or Agency Name] first identified all government functions and missions and reviewed which functions were directed by applicable laws, presidential directives, executive orders, and other directives. Upon identifying all government functions, [insert Department or Agency Name] identified those functions that are MEFs and PMEFs. Mission Essential Functions are a limited set of agency-level government functions that must be continued throughout, or resumed rapidly after, a disruption of normal activities. Per the Palm County COOP Plan, [insert Department or Agency Name] completed the following worksheets to identify and analyze MEFs. This documentation also identifies essential functions and supporting resources necessary to perform those functions. The [insert Department or Agency Name] also prioritizes its functions by determining recovery time objectives (RTO). A list of the department’s essential functions, associated RTOs and supporting resources is listed in Attachment C, Essential Functions and Supporting Resources. Once MEFs were identified and analyzed, [insert Department or Agency Name] began the planning process for identifying and documenting Primary Mission Essential Functions (PMEFs). [Insert Department or Agency Name] PMEFs were identified through the analysis of the MEFs. [Insert Name of Department/Agency] realizes that essential records, systems, and equipment are critical to the agency’s ability to perform MEFs. Therefore the agency has taken safeguards to protect these essential records, systems, and equipment to ensure their availability in a continuity environment. This COOP Plan works to safeguard electronic essential records in combination with the [insert Department or Agency Name] Information Technology Disaster Recovery Plan (ITDRP). The following essential records, systems, and equipment have been identified as directly supporting the performance of [insert Department or Agency Nam] MEFs. Table D-1 Essential Functions and Supporting Resources Essential Function Essential Function Description Key Personnel and Back-up By Positions Vendors and External Contacts Vital Records Equipment Systems Recovery Time Objective (RTO) Payroll Director Deputy Director Operations Manager Advantage Office Supplies CEMP COOP Plan Personal computer, telephone Internet access, software 72
PERSONAL DRIVE-AWAY KIT CLOTHING ESSENTIALS USEFUL Casual Pants/Skirts Casual Shirts or Blouses Sweater or light jacket Shoes and Belt (if involved with the media or other agencies Underwear Comfortable shoes Seasonal Outerwear (Coat, Hat, Gloves, Rain Gear) Pajamas (1 set) Exercise Clothes Personal Identification. Credit Cards, Check Book, Cash (at least $50). Toilet Kit (Toothpaste, Soap, Toothbrush, Comb or Brush, Razor, etc.). Medications (At 7 days-preferably a 30 day supply) Handkerchiefs Tissue Flashlight Cassette/CD Player with cassettes/CDs Stamps, Envelopes, and Stationary Laundry Bag. Laundry Soap (for 2-3 loads). Sewing Kit (Thread, Needles, Safety Pins, Buttons) Personal Reading Worship or Devotional Materials 2-3 Trash Bags Favorite packaged snacks or candy (7 days) Personal Address Book Penknife PRE-DEPLOYMENT CHECKLIST Functional checklist for your area of responsibility Photo ID Badge Technical/Professional Equipment Government credit card, if authorized Personal credit card(s) Personal Check Book Special requirements, if identified (credentials and copy of professional license), carrier of special medications, allergy or other medical tags of bracelet, etc.) Seasonal attire clothing (rain gear, boots, heavy coats, gloves, etc.) Emergency contact telephone numbers while away Name and telephone number of Department or Agency staff Flashlight, batteries, pocket radio with batteries (optional) Sufficient Cash. Driver's License. ANNEX A –EVACUATION PLAN