Essential Function: Protecting the community (example) Process Vital record Description Form of record Example: COOP Plan Example: Copy of signed contract Example: Complete plan Example: Electronic / Hard copy Example: Security Example: Contracts for security services Example: Designated contracts Example: Electronic / Hard copy Table 4-12. Vital Records Figure 4-6. Vital Records Vital records include, but are not limited to: Accounts Payable Contracts Personnel files HR forms Databases Vital File, Record, or Database Form of Record (e.g., hardcopy, electronic) at Alternate Facility Hand Carried to Alternate Facility Backed up at Third Location Maintenance Frequency
Supporting Agency Support? Table 4-14. Disaster Service Workers Essential Functions Devolution and Reconstitution Devolution planning in [insert name of jurisdiction] addresses the full spectrum of threats and emergency events that may render an office or department’s staff unavailable to support, or incapable of supporting, the execution of essential functions from either its primary location or its alternate location(s). [Insert name of jurisdiction] utilizes a devolution option for continuity, when allowed by law, addressing how they identify and conduct their priority essential functions during an increased threat situation or in the aftermath of a catastrophic emergency. Figure 4-8. Devolution Devolution will at the direction of the [name position or alternate designee] As part of COOP Planning, [insert name of jurisdiction] acknowledges that the following triggers may be used to devolve from COOP operations: Loss of key positions required to make decision Loss of systems, equipment or facilities that are essential to carry out essential functions Reconstitution occurs at the direction of [name position]. As part of COOP Planning, [insert name of jurisdiction] acknowledges that the following triggers may be used to reconstitute from COOP operations: Communications infrastructure has been restored Office facilities are restored, accessible and available for use Utilities (power, water, restrooms, etc.) are in working order
Testing Components Whose Responsibility? 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 Whose Responsibility? Frequency Date Scheduled Date Completed Maintenance Example: Update Call HR Office 6/15/09 6/30/09 Example: Update Vital records Schedule Records Coordinator Annually 11/15/09 11/15/09 [Use Training, Testing and Maintenance from Form K in COOP Handbook, page 81] Table 5-1. Training, Testing and Maintenance The COOP Exercise Program focuses primarily on evaluating capabilities or an element of a capability, such as a plan or policy, in a simulated situation. The Exercise Program includes the following elements: Semi-
Activity Tasks Frequency Date Required Date Completed Plan Update and Certification Review entire plan Incorporate lesson learned and changes in policy Manage distribution of plan updates annually Maintain and update Orders of Succession Obtain of current incumbents and designated successors Update Delegations of Authority As needed Checklists Update and revise checklists Ensure annual update As needed Annually Update rosters of all positions Confirm/update information on rostered members of COOP Planning Team Quarterly Appoint new members of COOP Planning Team Qualifications determined by COOP leaders Issue appointment letter and schedule orientation As needed Maintain alternate work site readiness Check all systems Verify access codes and systems Cycle supplies and equipment as needed Quarterly Review and update supporting MOU/MOA Review for currency and new needs Obtain signatures renewing agreement or confirming validity Annually Monitor and maintain equipment at alternate site(s) users and provide technical assistance Monitor volume/age of materials and assist users with cycling/removing files Ongoing
Train new members Provide orientation and training class Schedule participation in all training and exercise events Within 30 days of appointment Orient new policy officials and senior management Brief officials on COOP Brief each official on his/her responsibilities under COOP Within 30 days of appointment Plan and conduct exercises Conduct internal exercises Conduct exercises with local/regional/state agencies Support and participate in interagency exercises Semi-annually Annually As needed Maintain Security Clearances Obtain, maintain and update appropriate security clearances Ongoing Table 5-2. COOP Plan Maintenance
Strategy and Program Management Plan – A multiple-year process to ensure the maintenance and continued viability of Continuity Plans. Occupant Emergency Plan (OEP) – A emergency response program that establishes procedures for safeguarding lives and property directly following an emergency. Also known as Facility Emergency Plans or Evacuation Plans. Primary Operating Facility – The site of normal, day-to-day operations; the location an employee usually goes to work. *Priority Classifications – The act or process of classifying actions, operations, or tasks to specific groups or categories according to established criteria, such as precedence or merit of attention before competing alternatives. Procedures – A document that outlines a series of action steps taken to accomplish a desired end result. Processes – To put through the steps of a prescribed procedure: a series of actions, changes, or functions. Provisions – The act of supplying or fitting out, or a stock of necessary supplies. *Reconstitution – The process by which organization personnel resume (transition back to) normal organization operations from the alternate location back to the primary or replacement primary operating facility. Risk Analysis – The identification and assessment of hazards and the frequency of occurrence. Senior Activation Team – A pre-identified group of trained personnel who are convened following an event which affects the continuation of organization/departmental essential functions. The team will assess situational information and make a determination or recommendation regarding the continuation of essential functions. This type of team may operate under several different names such as Crisis Management Team, Activation Team, Executive Team, or Continuity Team. Telecommuting – When an employee carries out their work duties at their residence or another convenient site rather than their official duty station. Telecommuting locations – These locations may be set up with computers and telephones to enable employees to work at a location closer to their residence rather than their official duty station. *Test, Training, and Exercises (TT&E) – Measures to ensure that an organization's continuity program is capable of supporting the continued execution of its essential or mission critical business functions throughout the duration of an