Order 12656, Assignment of Emergency Preparedness Responsibilities; National Security Presidential Directive 51/Homeland Security Presidential Directive 20, National Continuity Policy; Homeland Security Council, National Continuity Policy Implementation Plan; Federal Continuity Directives 1 and 2, Federal Executive Branch National Continuity Program and Requirements, October 2012; USAID ADS 531 – Continuity of Operations, USAID ADS 103 – Delegations of Authority; USAID ADS 511 – Vital Records Program; and other related directives and guidance. Alfonso E. Lenhardt Deputy Administrator USAID Approved - Action Memorandum dated 5/13/16 i
Continuity of Government Readiness Condition Levels Area of Concern COGCON 4 COGCON 3 COGCON 2 COGCON 1 Operations Continue to perform headquarters business functions at normal location(s). Maintain alternate operating facility(ies) in accordance with Agency COOP plans to ensure they are ready for activation at all times. Conduct training and exercise activities in accordance with Agency COOP and TTE plan(s) to ensure personnel readiness. Continue to perform headquarters business functions at normal location(s). Maintain alternate operating facility(ies) in accordance with Agency COOP plans to ensure they are ready for activation at all times. Conduct additional training activities to increase personnel readiness (e.g., team tabletops, review recall lists, review plans and procedures). Continue to perform headquarters business functions at normal location(s). Monitor/track major Headquarter activities. Maintain alternate operating facility(ies) in accordance with Agency COOP plans to ensure they are ready for activation at all times. Take appropriate steps to ensure alternate operating facility(ies) can be activated with four hours notice. Continue to perform headquarters business functions at normal location(s). Monitor/track major Headquarter activities. Perform functions at alternate facility(ies) as appropriate. Take appropriate steps to ensure alternate operating facility(ies) can be activated with no notice. Staffing Level Staffing Level Cont. No staffing required at alternate operating facility(ies). Maintain normal delegations and devolution of authority to ensure performance of essential functions in no notice event. No staffing required at alternate operating facility (ies) unless necessary to meet 8-hour operational requirement. Maintain normal delegations and devolution of authority to ensure performance of essential functions in no notice event. Deploy sufficient staff to alternate operating facility(ies) to allow activation with four hours notice. Deploy sufficient staffing to alternate operating facility(ies) to perform essential functions with no notice. day
Communications Test all internal Agency com- munications capabilities between normal operating locations (Headquarters and other) and alternate operating facility(ies) no less than quarterly. Conduct at least one additional internal Agency communica- tions test between normal operating locations (Headquarters and other) and alternate operating facility(ies) within 24 hours. Conduct internal Agency communications tests between normal operating locations (Headquarters and other) and alternate operating facility(ies) within 24 hours and repeat no less than weekly. Test internal Agency communications between normal operating locations (Headquarters and other) and alternate operating facility(ies) daily. Communications Cont. Test all capabilities at all alternate operating facility(ies) with applicable interagency partners no less than quarterly (e.g., participate in Title Globe). Conduct communications tests at all alternate operating facility(ies) with applicable interagency partners within 48 hours and repeat no less than weekly. Conduct communications tests at all alternate operating facility(ies) with applicable interagency partners daily. Succession Succession Cont. No special measures to protect or track location of Agency leadership and successors. Ensure delegations of authority to lead D/A are in place for senior personnel located outside of NCR. Track locations of Agency leadership and their successors on daily basis. Track locations of Agency leadership and their successors on daily basis. Ensure at least one Agency successor is out of NCR at all times. Track locations of Agency leadership and their successors on daily basis. At least one Agency successor at alternate operating facility(ies). Time to Transition to Successive Stages Fully operational within 12 hours. Fully operational within eight hours. Four hours to Fully operational within four hours (four hours to COGCON 1) Agency headquarters COOP plan operational immediately
USAID personnel should plan in advance to know what to do in an emergency and should develop a Family Support Plan to increase personal and family preparedness. The site www.ready.gov includes a “Get Ready Now” pamphlet, which provides a template that families can use to develop their specific plan. A typical kit includes the following recommended items: Drive Away Kit Identification and charge cards Government ID/Badge Driver’s License Government Travel Card Health Insurance Card Personal Charge Card Cash Business and Leisure Clothing Business and Personal Contact Info Business Emergency Phone Numbers and Addresses (Relatives, Medical Doctor, Pharmacist) Toiletries Bottled Water and Non-Perishable food (i.e., granola, dried fruit) Communication Equipment RSA/Security ID/Token Blackberry Personal Cell Phone Government Emergency Telephone System (GETS) Medical Needs List of Allergies and Blood Type Hearing Aids and Extra Batteries Glasses and Contact Lenses Extra Pairs of Glasses and Contact Lenses 30-Day Supply of Prescription Drugs First Aid Kit Hand Carried Essential Records Other Items as Deemed Necessary Phase II: Activation and Relocation This phase explains COOP Plan activation procedures and relocation procedures from the POF to the AOF. The following procedures are intended as a methodology for attaining operational capability at the AOF within 12 hours of plan activation, and for up to 30 days or until normal operations can be resumed. Decision Process Matrix The USAID COOP Plan may be activated by any of the following methods: President activates Executive Branch COOP plans; in turn, DHS notifies USAID continuity leadership (through FEMA) via ENS; if necessary, the COOP Coordinator assembles the CMT. The USAID Administrator, a designated successor, or the USAID Continuity Coordinator may independently activate the USAID COOP Plan, based on an emergency or threat. When an emergency occurs during duty hours, if the building is sound, the CMT will gather in the Administrator’s Conference Room (Point Four). If the building is unsound or must be evacuated, the CMT will report to an alternate location designated by the Health Safety and Emergency Management Team (M/MS/HMD) (i.e., Freedom Plaza or the U.S. Environmental Protection Agency). This initial meeting is for the CMT to assess the situation and provide guidance to the Administrator. Following are some examples which may be used as guidelines, of situations that could potentially result in COOP activation:
1. Reduce the loss of life and minimize property damage loss Maintain plans that provide policy and procedures for reaching this goal. Provide training and equipment to those who may be required to act during an incident. Share interdependencies with local first responders, Federal Protective Service, building management, and the GSA. 2. Execute a successful Order of Succession with accompanying authorities in the event a disruption renders USAID’s leadership unable, unavailable, or incapable of assuming and performing their authorities and responsibilities. Those who are included in an Order of Succession or Delegation of Authority have been notified and accept their roles. The Continuity Manager must rely upon the B/IO COOP Coordinators Working Group and the support personnel to update the Orders of Succession and Delegations of Authority when positions or authorities change. 3. Reduce or mitigate disruptions to operations. Employ a risk mitigation strategy to mitigate disruptions. None identified. 4. Ensure and validate continuity readiness through a dynamic and integrated continuity test, training, and exercise program, and operational capability. Perform TT&E in intervals required in FCD 1. Elicit the participation of staff and stakeholders with responsibilities during an incident. There are a large number of personnel with whom to coordinate. 5. Ensure that USAID personnel are able to relocate to the virtual office environment (telework) when appropriate in order to resume, as quickly as practical, USAID’s MEFs and ESAs. Continue to expand telework training and procedures for utilizing telework during disruptions at USAID Headquarters. New equipment purchases are being phased in. 6. Protect important facilities, equipment, records, and other assets in the event of a disruption. Perform routine risk mitigation analysis to identify if strategies need to be improved. The Federal Protective Service only provides physical security assessments annually. 7. Achieve timely and orderly recovery and reconstitution from an emergency or disruption. Ensure plans, procedures, and policies are in place to support recovery operations. Budget for planning is limited.
Service Current Provider Specifications Alternate Provider Special Notes Voice Lines NCC 55 N/A 4 secure phones/fax, 1 unsecure fax and 50 unsecure phone connections ISND Lines AT&T 1 N/A 2 of the 50 total connections Data Lines AT&T 2 N/A 2 T-1s for data connectivity Cellular Phones Nextel and Verizon Wireless See Note #1 N/A Nextel units are both cellular and direct-connect. NCC has a Nextel transmitter on site. Verizon units are digital and analog capable. Verizon cell signals are weak but will usually work near windows at NCC. E-mail Microsoft Exchange 2000 at AOF T-1 Line Connection, see Note #2 N/A E-Mail is accessed through the AIDNET. Internet Internet Connectivity through AIDNET T-1 Line Connection, See Note #2 Internet is accessed through the AIDNET. Mail (paper) Classified & Unclassified DoS U.S. Postal Service Delivery/ Pick- up/Transmittal N/A Telegrams: Classified and Unclassified DOS Telegram Ops Center (Main) State Preparation, Transmittal, Delivery, and Pick-up DOS, Beltsville, MD Business Notifier System (BNS) Kingdom-ware Technologies Mass-dialer system with the ability to contact all COOP N/A Emergency Government Emergency Tele- communications Service (GETS) Provides priority telephone service in emergency situations. N/A Video Disaster Management Information Systems (DMIS) Interoperable communications program that provides users with a common operating picture. N/A Secure Video Secure Video Teleconferencing System (SVTS) Secure Video N/A Classified Link to Intelligence Resources Class-NET Provides current intelligence information. N/A
Supported PMEFs MEF Bureau/ Independent Office Supported PMEF(S) 1. Provide assistance to the DOS in coordinating international offers for health and medical support as required by the NRF. Primary DCHA; all B/IOs have a supporting function. DOS PMEF 2 – Maintain Foreign Diplomatic Relations 2. Assist in the coordination of Urban Search and Rescue as required by the NRF. Primary DCHA; all B/IOs have a supporting function. DHS PMEF 5 – Coordinate Continuity and Incident Response 3. Support relief and response operations to natural and/or man-made international disasters. Primary DCHA; all B/IOs have a supporting function. DHS PMEF 5 – Coordinate Continuity and Incident Response 4. Provide guidance and support operations to field missions in an effort to foster effective relationships with foreign nations. AFR, Asia, Middle East, LAC, E&E, DCHA. DOS PMEF 4 – Support U.S. Citizens Overseas Attachments 1) ERG Positional Planning Guide USAID MYSPMP B/IO COOP Implementation Plan Template AOF SOP