Continuity of Operations Planning (COOP) for Community Colleges

1. Continuity of Operations Planning (COOP) for Community Colleges • Welcome • Introductions • Administration • Agenda • Classroom Decorum • Participant-Instructor Contract

2. COOP for Community Colleges • Introductions • Activity • Working with a participant next to you, interview each other by filling out the form on page 2.

3. College Conflagration

4. Continuity Planning • Reasons for Continuity Planning • Planning for continuity operations greatly facilitates recovery from an emergency situation. Planning helps to: • Ensure continued performance of essential functions. • Minimize damage and loss to critical processes. • Ensure succession if agency leadership is disrupted. • Reduce or mitigate disruptions to operations. • Ensure facilities for performance of essential functions. • Protect essential facilities and resources. • Achieve a timely and orderly recovery. • Resume full service to customers. • Maintain a test, training, and exercise program.

5. Continuity of Operations Plans (COOP) • Definitions • Continuity of Operations Plan (COOP) • Mission Essential Functions • Primary Mission Essential Functions (PMEF) • Mission Essential Functions (MEF) • Non-Mission Essential Function (Non-MEF) • Alternate Relocation Point (ARP) • Orders of Succession/Delegation of Authority

6. Continuity of Operations Plans (COOP) • Ultimate Objective • Relocate (with or without warning) to an ARP within 12 hours and sustain MEF operations for 30 days. • Planning Timeframes • Before (Preparedness) • During (Implementation) • After (Reconstitution)

7. COOP Preparedness (Before) • Establish a COOP Planning Group • Identify personnel • Establish Direction and Control • Identify Mission Essential Functions • Identify records/data/systems • Identify an Alternate Relocation Point • Develop supporting procedures

8. COOP Planning Group

9. COOP Planning Group

10. COOP Planning Group

11. Alice Bill Fred Keisha Agnes Carlos Jerry Mary George COOP Preparedness (Before) • Alert and Warning Notification • Standard organization “call-down” list • Vigilance necessary to keep up to date • Must have identified “triggers” • Usually based on activating COOP • Must not break the “call-down” • Must make actual voice contact • NEVER DELAY SELF-PROTECTION!

12. COOP Preparedness (Before) • Call-Down List • Activity • Working with any other participants from your organization’s sub-division, fill out the form on page 12. • Be prepared to quickly brief your findings to the other class participants.

13. COOP Planning Group

14. COOP Preparedness (Before) • Establish Direction and Control • Orders of Succession • Delegation of Authority • Executive information • Passwords/Codes • Keys • Signature authority

15. COOP Preparedness (Before) • Order of Succession/Delegation of Authority • Activity • Working with any other participants from your organization’s sub-division, fill out the form on page 15. • Be prepared to quickly brief your findings to the other class participants.

16. COOP Planning Group

17. COOP Preparedness (Before) • Identify MEFs / Non-MEFs • MEF services must continue • Not every function is essential • Identify CRT / CST personnel • Not everyone relocates • Personal preparedness • Family preparedness • Medical issues • Special needs • Must CRT be staffed immediately?

18. COOP Preparedness (Before) • Primary / Mission Essential Functions • Activity • Working with any other participants from your organization’s sub-division, fill out the form on page 18. • Be prepared to quickly brief your findings to the other class participants.

19. COOP Planning Group

20. COOP Preparedness (Before) • Identify data/systems by MEF • Vital records/systems • Paper • Forms • Documents/references • Backups • Electronic • Databases • CDs/Thumb drives • Backups • Drive Away Kits • Pre-positioned Resources

21. COOP Preparedness (Before) • Vital Records • Activity • Working with any other participants from your organization’s sub-division, fill out the form on page 21. • Be prepared to quickly brief your findings to the other class participants.

22. COOP Planning Group

23. COOP Preparedness (Before) • Identify data/systems by MEF • Drive Away Kits • Items necessary to accomplish PMEF/MEFs • Stored at workplace, possibly pre-positioned • To be moved if adequate warning allows • NEVER DELAY SELF-PROTECTION! • Personal “GO” Kits • Short/No-notice travel to ARP required • Personal items • Medication • Keep in personal possession

24. COOP Preparedness (Before) • Identify Alternate Relocation Point(s) (ARP) • Must be able to support PMEF/MEFs • Must be able to secure facility • Situationally dependent • Must have an agreement with owner • Allow for “pre-position” vital resources • Available to support operations for 30 days

25. COOP Preparedness (Before) • Identify Alternate Relocation Point(s) (ARP) – cont. • Infrastructure • Electricity and Backup Generator • Phone and Computer Networks • Sanitary Facilities • Who can get the facility open and infrastructure working? • Space and equipment availability • Work surfaces • Office furniture • Office equipment • ARP Alternatives

26. COOP Preparedness (Before) • ARP Considerations • Activity • Working with any other participants from your organization’s sub-division, fill out the form on page 26. • Be prepared to quickly brief your findings to the other class participants.

27. COOP Planning Group

28. (Re) Assess Exercise Plan Train COOP Preparedness (Before) • Supporting Planning Items • Personnel Administration • CST Personnel Status • Travel support for CRT staff and ARP • Pay/Leave/Medical/Insurance • The ongoing “Planning Cycle”

29. COOP Activation (During) • No Warning Scenario • Work Hours • NEVER DELAY SELF-PROTECTION! • Drive Away Kits (Maybe – Based on Hazard) • Pre-Positioned Resources • Personal “GO” Kit • Non-Work Hours • Pre-Positioned Resources • Personal “GO” Kit • Alert / Warning Scenario • Drive Away Kits • Prep & Movement of Additional Resources • Time for Personnel to Pack and Prepare

30. COOP Activation (During) • Reconstitution • Assessing Impact & Recovery: • Community • Facility • “Triggers” • Assessing Student Services • Missing PMEF/MEFs • Increase / Decrease PMEF/MEFs • Assessing MEF Personnel Welfare

31. (Re) Assess Exercise Plan Train COOP Re-Assessment (After) • The ongoing “Planning Cycle”

32. What should…? • Happen if you organization activated its COOP? • Happen if you were not personally prepared? • Happen if your family were not prepared? • Happen if your home was not secure? • Happen if loved ones needed your help? • Happen if you were notified to be prepared to relocate after impact? • Be your length of time at the ARP? • Happen in preparing to go to the ARP? • You be taking with you?

33. Hurricane Party

34. COOP Exercises Online Tabletop Exercise Administrative Building Fire Scenario www.drc-group.com/project/college.html