DIVISION OF EMERGENCY MANAGEMENT

DIVISION OF EMERGENCY MANAGEMENT Continuity of Operations (COOP) COOP Coordinator – Orientation Session Chapter No. 2002-43, Florida Law State Emergency Operations Center December 16, 2002 10:00 am to 12:00 pm

AGENDA • 10:00 - 10:15 Welcome and Introduction • Craig Fugate • 10:15 - 10:45 Florida § 252.365 Requirements Dick Cheek • 10:45 - 11:15 Responsibilities (Agency, DEM, County) • Karen Delimater • 11:15 - 11:30 Training and Technical Assistance • Dick Cheek • 11:30 - 11:45 Assessment and Approval • Karen Delimater • 11:45 - 12:00 Question and Answer Session • Panel

WELCOME AND INTRODUCTION • Craig Fugate, • Director • Division of Emergency Management

REQUIREMENTS OF FLORIDA § 252.365 • Chapter No. 2002-43, Florida Law (Relating to Disaster Preparedness) • Legislation signed into law on April 16, 2002 • Law amends Florida 252.365 (Designation of Emergency Coordination Officers) • Amendment enhances current disaster preparedness plan requirements to: • Include each state agency and facility, such as prison, office building, or university • Contain essential elements for COOP planning • Require that disaster preparedness plans be coordinated with local emergency management • Direct that plans be approved by DEM • Mandate completion by July 1, 2003

REQUIREMENTS OF FLORIDA § 252.365 • Definition of Continuity of Operations • COOP is an effort within individual departments and agencies to ensure the continued performance of minimum essential functions during a wide range of potential emergencies. This is accomplished • through the development of plans, comprehensive procedures, and provisions for alternate facilities, personnel, resources, interoperable communications, and vital records/databases.

REQUIREMENTS OF FLORIDA § 252.365 • Objectives of a COOP Plan • Ensure the safety of personnel and visitors. • Provide for the ability to continue essential operations. • Contain provisions for the protection of critical equipment, records, and other assets. • Maintain efforts to minimize damage and losses. • Contain provisions for an orderly response and recovery from any incident. • Serve as a foundation for the continued survival of leadership. • Assure compliance with legal and statutory requirements.

REQUIREMENTS OF FLORIDA § 252.365 • Essential Elements of a COOP Plan • Plans and Procedures • Mission Essential Functions • Delegations of Authority • Orders of Succession • Alternate Facilities • Interoperable Communications • Vital Records and Databases • Logistics and Administration • Personnel Issues and Coordination • Security • Test, Training and Exercise • Program Management

REQUIREMENTS OF FLORIDA § 252.365 • COOP Implementation Guidance • Issued on September 9, 2002 with letter from DEM Director to State Agency Heads • Established policy for State Executive Branch COOP planning • Served as basis for COOP planning requirements • Utilized in development of County Coordination Checklist • Adapted for use in Automated Access Assessment Database for COOP plan approval

REQUIREMENTS OF FLORIDA § 252.365 • Recommended Development Schedule • January 31 to February 15, 2003 – First Drafts • March 31, 2003 – Second Drafts • May 1, 2003 – Final or Final Draft of headquarters or field/regional COOP Plans to County Emergency Management Offices with completed County COOP Coordination Checklist for applicable facilities • June 30, 2003 – Final COOP Plan, Completed Automated Assessment Database, and Approved County COOP Coordination Checklist for applicable field/regional facilities to DEM

RESPONSIBILITIES – AGENCY, DEM, AND COUNTY EM OFFICES • Agency Responsibilities • Appoint a COOP Coordinator and provide name/contact information to DEM and EOG. • Develop, approve, and maintain COOP plans and procedures for headquarters and all subordinate elements in accordance with COOP Implementation Guidance. • Notify State Warning Point and other appropriate agencies upon activation of the agency’s COOP plan. • Develop and maintain a COOP Multi-Year Strategy and Program Management Plan. • Conduct tests and training of COOP plan/procedures and develop a comprehensive test, training and exercising program. • Coordinate intra-agency COOP efforts and initiatives in accordance with the all applicable authorities. • Submit COOP Plan for approval to DEM by June 30, 2003.

RESPONSIBILITIES – AGENCY, DEM, AND COUNTY EM OFFICES • DEM Responsibilities • Serve as the lead agency for implementation of Florida Statutes, Chapter 252: Emergency Management. • Coordinate COOP activities for Executive Branch provide technical assistance to the Legislative and Judicial Branches. • Issue COOP guidance in accordance with applicable authorities, and promote understanding and compliance with the requirements and objectives. • Lead SERT and disseminate information to develop and improve individual COOP plans. • Coordinate Executive Branch interagency COOP exercises. • Conduct periodic assessments of Executive Branch COOP capabilities and report results to the EOG. • Approve agency COOP plans and make recommendations for plan improvements in accordance with COOP Implementation Guidance.

RESPONSIBILITIES – AGENCY, DEM, AND COUNTY EM OFFICES • County Responsibilities • Certify that applicable agency COOP plans are coordinated with local emergency management plans, procedures, and practices. • Report problems or issues to DEM.

RESPONSIBILITIES – AGENCY, DEM, AND COUNTY EM OFFICES • COOP Plan Policy • To maintain a viable COOP capability, each agency’s plan must: • Be maintained at a high level of readiness. • Be capable of implementation both with and without warning. • Be operational no later than 12 hours after activation. • Maintain sustained operations for up to 30 days. • Take maximum advantage of existing agency field infrastructures.

RESPONSIBILITIES – AGENCY, DEM, AND COUNTY EM OFFICES • Delineation of Mission Essential Functions • A State agency is closed to normal business activities as a result of an event (whether or not originating in the State agency office) or credible threats of action that would preclude access or use of the State agency office and the surrounding area. • The Tallahassee, Florida metropolitan area is closed to normal business activities as a result of a widespread utility failure, natural disaster, significant hazardous material incident, civil disturbance, or terrorist or military attack(s). Under this scenario there could be uncertainty regarding whether additional events such as secondary explosions, or cascading utility failures could occur, and many - if not all - State agencies will have to activate their respective COOP plans and relocate to alternate operating sites.

RESPONSIBILITIES – AGENCY, DEM, AND COUNTY EM OFFICES • COOP Plan Content • Ensure that the agency is prepared to respond to emergencies, recover from them, and mitigate against their impacts. • Assure that the agency is prepared to provide critical services in an environment that is threatened, diminished, or incapacitated. • Provide a means of information coordination to the Governor to ensure uninterrupted communication within the internal organization of the agency and externally to other State agencies and to all identified critical customers. • Serve as intelligence collection and dissemination node for the agency.

RESPONSIBILITIES – AGENCY, DEM, AND COUNTY EM OFFICES • COOP Plan Content – Continued • Provide timely direction, control, and coordination to the agency leadership, other State agencies, and other critical customers before, during, and after an event or upon notification of a credible threat. • Establish and enact time-phased implementation procedures to activate various components of the plan to provide sufficient operational capabilities relative to the event or threat thereof for the agency. • Facilitate the return of State government to normal operating conditions as soon as practical based on circumstances and the threat environment. • Ensure that the agency’s COOP plan is viable and operational, and that it remains compatible with Florida’s

RESPONSIBILITIES – AGENCY, DEM, AND COUNTY EM OFFICES • COOP Plan Execution • Relocation may be required under several scenarios: • Agency headquarters is unavailable and operations can shift to a regional, field, or other location. • Single agency facility is temporarily unavailable – agency can share one of its facilities or from another agency. • Many, if not all, agencies must evacuate the immediate Tallahassee, Florida, area. • Distinction between situation requiring building evacuation only and one dictating necessity of agency COOP plan activation. • Development of executive decision process to allow for emergency situation to ensure agency COOP plan activation is appropriate and timely. • Time-Phased Implementation is suggested to ensure a logical sequence of events in COOP plan activation.

RESPONSIBILITIES – AGENCY, DEM, AND COUNTY EM OFFICES • COOP Plan Execution – Continued • Phase I – Activation (0 to 12 hours) • Alert and Notification Procedures • Initial Actions • Activation Procedures Duty Hours • Activation Procedures Non-Duty Hours • Deployment and Departure Procedures • Transition to Alternate Operations • Site-Support Responsibilities • Phase II – Alternate Operations (12 hours to Termination) • Execution of Mission Essential Functions • Establishment of Communications • Contingency Staff Responsibilities • Augmentation of Staff

RESPONSIBILITIES – AGENCY, DEM, AND COUNTY EM OFFICES • COOP Plan Execution – Continued • Amplification of Guidance to Essential and Non-Essential Personnel • Development of Plans and Schedules for Reconstitution and Termination • Phase III – Reconstitution and Termination (Cessation to Return to Normal Operations) • Overview • Procedures • After-Action Review and Remedial Action Plans

TRAINING AND TECHNICAL ASSISTANCE • Offered and provided technical assistance – October 2001 to Present • Briefed Senior Management Teams upon request – January 2002 to Present • Developed COOP Participant Workbook – March 2002 • Provided training for ECOs – March 2002 • Facilitated COOP training at GHC – May 2002 • Distributed letter to State Agency Heads – September 2002 • Issued COOP Implementation Guidance – September 2002 • Conducted additional training in Tallahassee – September 2002 • Expanded COOP training to include Tabletop Exercise Design – September 2002 • Scheduled and held Special Training Sessions upon request – September 2002 to Present • Conducted training in each of the 7 DEM Areas – October 2002 to January 2003

TRAINING AND TECHNICAL ASSISTANCE • Suggest participation in two Special Training Sessions (Area 6 – Charlotte County on January 7, 2003 and Area 7 – Miami-Dade County on January 8, 2003 • Submit County Facility Guide due not later than January 31, 2003 to Karen Delimater • Ensure ECO and COOP Coordinator Primary and Alternate appointment letters are on file at Executive Office of the Governor with copy to DEM • Assure changes/updates to contact information for ECOs and COOP Coordinators are submitted to applicable DEM representative

ASSESSMENT AND APPROVAL • Process • DEM recommends each agency establish policies to comply with COOP Implementation Guidance and issue internal guidance on COOP plan content, development, and coordination/assessment process • Only one COOP plan per agency – headquarters plan • Agencies must submit Automated Access Assessment Database for headquarters and approved/signed County Coordination Checklist for each agency facility • Tentative Approval extended to all agencies on June 30, 2003 which submit all three products • Initial Assessment by DEM in accordance with COOP Implementation Guidance • Final Approval granted to agencies which meet standards • If approval is not granted, Remedial Action Process begins • Two efforts to meet requirements before being submitted to EOG for compliance determination

ASSESSMENT AND APPROVAL • Schedule • County Coordination Checklist – January 31, 2003 • Automated Access Assessment Database – March 31, 2003 • Agency Submissions to County EM Offices – May 1, 2003 • Agency Submissions to DEM – June 30, 2003 • DEM Review – July 1 to August 31, 2003 • Final DEM Approval – September 1, 2003 • Agency Remedial Action Process – September 1 to October 31, 2003 • DEM Remedial Action Review – November 1-30, 2003 • Final DEM Approval w/Remedial Actions – December 1, 2003 • Agency Second Remedial Action Process – December 1-31, 2003 • DEM Second Remedial Action Review – January 2-15, 2003 • DEM Remedial Approval – January 16, 2003 • Final Remedial Action Process in coordination w/EOG, State Agency Head (or Rep), and DEM Director – January 16-31, 2003

QUESTION AND ANSWER SESSION • -?- • THANK YOU.

DIVISION OF EMERGENCY MANAGEMENT