Continuity of Operations Planning for [Community Based Child - - PowerPoint PPT Presentation

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Continuity of Operations Planning for [Community Based Child - - PowerPoint PPT Presentation

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Continuity of Operations Planning for [Community Based Child Serving Organizations] (COOP) Name of Presenters: [ ] Date: [ ] Intr ntroduc oductions ons Pur urpos pose:To provide awareness of Continuity of Operations (COOP)

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Continuity of Operations Planning for [Community Based Child Serving Organizations] (COOP)

Name of Presenters: [ ] Date: [ ]

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Intr ntroduc

  • ductions
  • ns

Pur urpos pose:To provide awareness of Continuity of Operations (COOP) Planning so that you can develop or update your organization’s plan Please share the following: 1. Name 2. Organization 3. Job Title/Role 4. An event (short or long-term) that disrupted your

  • rganization’s operations (critical, non-critical) – What

were the impacts to your organization?

2

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SLIDE 3

Resilie ilient C Child ildren/R /Resilie ilient Com Communi unities

3

Mode

  • del of
  • f

child ild-foc focus used d com

  • mmuni

unity ty resilienc nce tha that t is s sus usta taina nabl ble and r nd repl plicabl ble

Commu mmunity ty Resilie silience ce Coalit litio ions Res esear earch & & Ev Evide denc nce Nat ational al Policy licy Lead eader ership Strong integration:

Emergency Management linked with childcare community Institutionally Focused

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SLIDE 4

Child ild-Focu cused ed C Commu mmunity R y Resi esilien ence ce

4

Safe Children Parents Work Economy Resumes Recovery Begins

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SLIDE 5

Disaster 12 months 18 months

Routine needs of vulnerable populations Routine capacity of HSO’s Post-disaster capacity of HSO’s Disaster CM capacity Post-disaster needs of vulnerable populations Cap Capac acity y dec ecreas eases es & & Needs Incre ds Increase se

5

Vul ulne nerabl ble P Popul

  • pulati

tion N

  • n Needs

ds

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SLIDE 6

Age genda nda

6

Age genda nda Topic

  • pic

Dur uration ion Module 1: What is COOP? 25 minutes Module 2: How do I develop a COOP Plan? 45 minutes Break 10 minutes Module 3: What do I do after I have a COOP Plan? 20 minutes Next Steps and Conclusion 10 minutes

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SLIDE 7

Module le 1: 1: What is COOP?

7

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SLIDE 8

COOP OOP De Defi finition

“The effort to ensure continued essential organizational functions across a wide range of potential emergencies, including localized acts

  • f nature, accidents, and

technological or attack-related emergencies”

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SLIDE 9

Wh Why D Develop

  • p a CO

COOP P Pl Plan? n?

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Ben enef efit: Understand your organization’s essential and non- essential services, functions, and dependencies Goa Goal: l: Ensure that critical services, organizational functions, and programs remain operational or are restored as soon as necessary during and following adverse events Your rec r recovery very is cri ritical al to t the rec e recovery very of t the c e community! y!

Sta taffi fing ng Asse ssets IT S Syst stems ms Vita tal R Recor

  • rds

ds

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SLIDE 10

Ca Cate tegor gories of CO

  • f COOP F

P Func uncti tions

  • ns

10

Lear earni ning/ ng/Car are S e Ser ervi vices es Sta taff A f Admin inis istr tratio tion Trans anspor portat ation

  • n

Organi anizat ation S

  • n Suppor

upport Com

  • mmuni

unicat ations

  • ns
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SLIDE 11

Es Essenti ntial a and nd Non

  • n-Essential

ial Func unctions

  • ns

11

Crit itic ical F l Func unctions ions Non Non-Crit itic ical F l Func unctions ions Food preparation and distribution Children’s playground area Financial transactions Staff training and professional growth Sanitation (i.e., regulatory) Guest services (e.g., birthday parties) Vendor support (e.g., food container supplier) Fast Food R

  • od Restaur

urant nt Ex Example mple Depe pende ndenc ncie ies Utility providers (electricity)

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SLIDE 12

Lead eader ership/Orders o s of Successi ccession

12

  • Who are your organization’s

leaders?

  • What types of decisions are

they responsible for?

  • If one of them was

incapacitated for whatever reason, to whom does those decisions and responsibilities transfer?

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SLIDE 13

Prior

  • riti

tizati tion of

  • n of Es

Essenti ntial F Func unctions

  • ns

13

Rec ecover very T y Time e Objec ective: ve: Duration of time to restore a essential function to avoid unacceptable consequences Pri riori rity 1 1

  • Functions that address immediate life/safety threats
  • Regulatory or required functions
  • Revenue impact; loss would lead to future business loss (e.g., a

more prepared competitor) Prio iorit itie ies 2 s 2+ a + are ba based d on t

  • n the

he a amount

  • unt of
  • f t

time the hey coul

  • uld

d be be sus uspe pend nded w without hout serious

  • usly jeopa
  • pardi

dizing publ g public he health h or r saf afet ety

  • Priority 2 functions = 24 hours
  • Priority 3 functions = 72 hours
  • Priority 4 functions = > 72 hours
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SLIDE 14

Ex Exampl mple of

  • f Prior
  • riti

tizati tion

  • n

14

Prior iorit ity 1 ( (hour hours) Pri riori rity 2 y 2 (1 d 1 day) ay) Pri riori rity y 3 ( 3 (>3 d 3 days ays) Food preparation and distribution Vendor support (e.g., food container supplier) Children’s playground area Financial transactions Staff training and professional growth Sanitation (i.e., regulatory) Guest services (e.g., birthday parties) Fast Food R

  • od Restaur

urant nt Ex Example mple

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SLIDE 15

How

  • w doe

does CO COOP P di differ fr from

  • m

Eme Emerge genc ncy Respons

  • nse Pl

Plans ns?

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Em Emerge genc ncy R Respons ponse Pl Plan: n: Coordinated response across all units within an organization to an incident with a main focus initially on public safety and asset protection COOP Pl P Plan: n: Focus on restoring essential functions as soon as possible IT D Disas aster er Rec ecover very y Pla lan: : Focus on restoring critical IT applications, databases, software, and data servers

Emerg ergen ency y Respons ponse Pla Plan IT IT Disas aster er Rec ecovery very COOP OOP Pla Plan “Conne

  • nnected

d to Ea

  • Each

h Other” er”

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SLIDE 16

Gro Group Ac Activity ty

Activity 1

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  • What is your organization’s

mission?

  • List your organization’s essential

functions

Hint: Review the list of impacts mentioned during introductions

  • Develop RTOs for each function
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SLIDE 17

Module le 2: 2: How do I develop a COOP Plan?

17

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SLIDE 18

CO COOP P Pl Planni nning Ste ng Steps ps

  • STEP

TEP 1: : Convene a Steering Committee

  • STEP 2

TEP 2: Determine Essential and Non-Essential Functions

  • STEP 3

TEP 3: : Develop Mitigation and Recovery Strategies

  • STEP

TEP 4: : Identify Threats for Prioritization of Strategies

  • STEP

TEP 5: : Finalize and Approve Plan

18

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SLIDE 19

STEP 1 TEP 1: Con Convene ne a a St Steering ng Commi Committe tee

Who does this plan affect? Who has resources and specific expertise within the organization?

  • Include all relevant departments and leaders
  • Ex. Director, Program Manager, HR Supervisor, Food Service
  • Assign roles to all members of the committee
  • Ex. Project Manager, Subject Matter Expert, Approver, Writer
  • Designate a senior leader as a sponsor/champion to push

COOP Plan progress and initiatives; important to have leadership buy-in

19

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STEP 1 TEP 1: Con Convene ne a a St Steering ng Commi Committe tee

  • Set

et a m a meet eeting ng schedul hedule

  • Document discussion points and action items
  • Ident

dentify m y miles estones

  • nes
  • First Draft
  • Review/Comment Period
  • Second Draft
  • Review/Comment Period
  • Final Draft to Final Approvers
  • Finalization/Publication

20

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SLIDE 21

CO COOP P Pl Planni nning Ste ng Steps ps

  • STEP

TEP 1: : Convene a Steering Committee

  • STEP 2

TEP 2: Determine Essential and Non-Essential Functions

  • STEP 3

TEP 3: : Develop Mitigation and Recovery Strategies

  • STEP

TEP 4: : Identify Threats for Prioritization of Strategies

  • STEP

TEP 5: : Finalize and Approve Plan

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SLIDE 22

STEP TEP 2: 2: Det eter ermine E e Essen ssential al Func unctions

  • ns

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Learning/C rning/Care Ser ervi vices es St Staf aff Adminis Administra ration

  • n

Tra ranspor nsportatio ion Org rganiz nizatio ion n Suppor upport Communi

  • mmunica

cation

  • ns
  • Each department/unit id

identif ifie ies a s all ll of the he f func unctions

  • ns its provides internally

and externally

  • Once all functions identified,

dete termi mine th the i imp mpact o t of f th the l loss o

  • f

f each f h func unction

  • n to the following:
  • Customer
  • Financial
  • Regulatory
  • Operational
  • Reputational
  • Staffing
  • Developmental
  • r community

impact

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SLIDE 23

STEP TEP 2: 2: Det eter ermine E e Essen ssential al Func unctions

  • ns
  • Estab

ablish Rec ecover very T y Time e Objec ective ves – At what point does the loss of this function have a negative impact

  • n my revenue? Causes me to be non-compliant with

a certain regulation? Or, affects the community, development of a child, or other vulnerable populations?

  • Must be assigned in a time increment

Fast Food R

  • od Restaur

urant nt Ex Exampl ple

Food P

  • od Prep/

p/Distr tro (R (RTO: 2 hour hours) Sani nita tati tion

  • n

(R (RTO: 4 hour hours) Supplier lier/M /Mat ater erials ials (R (RTO: 24 hour hours)

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SLIDE 24

STEP TEP 2: 2: Det eter ermine E e Essen ssential al Func unctions

  • ns

Prior

  • ritize Func

unctions

  • ns int

nto

  • Es

Essent ntial a and N nd Non

  • n-Esse

ssentia ial

Pri riority 1

  • Functions that address immediate life/safety threats
  • Regulatory or required functions
  • Revenue impact; loss would lead to future business loss (e.g., a more

prepared competitor)

  • Social impact (e.g., vulnerable populations)

Prior

  • riti

ties 2 2+ a are ba based d on the

  • n the a

amount

  • unt of ti
  • f time the

they c coul

  • uld be

d be s sus uspe pende nded d without thout serious

  • usly j

jeopa

  • pardi

dizing publ ng public he health or th or safe fety ty

  • Priority 2 functions = 24 hours
  • Priority 3 functions = 72 hours
  • Priority 4 functions = > 72 hours

24

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SLIDE 25

CO COOP P Pl Planni nning Ste ng Steps ps

  • STEP

TEP 1: : Convene a Steering Committee

  • STEP 2

TEP 2: Determine Essential and Non-Essential Functions

  • STEP 3

TEP 3: : Develop Mitigation and Recovery Strategies

  • STEP

TEP 4: : Identify Threats for Prioritization of Strategies

  • STEP

TEP 5: : Finalize and Approve Plan

25

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SLIDE 26

STEP TEP 3: 3: M Mitigat ation an and R Reco ecover very y Stra rategies

For

  • r each

h func unction

  • n ide

dent ntified, d, w wha hat m measur ures can be n be impl plement nted d to

  • reduc

duce t the he RTO? Wha What do y do you

  • u ne

need t d to

  • imp

mpleme ment th t them? m?

Sta taffi fing ng

  • Cross-training
  • MOUs
  • Outside

contractor

  • Work remotely
  • r lodging

Asse ssets

  • Alternate

location

  • MOUs
  • Back-up

generator

  • Extra assets,

supplies, food IT IT

  • Manual

processes

  • Back-up data

server

  • Extra

equipment

  • Outside

services Vita tal R Recor

  • rds

ds

  • Manual

processes

  • Back-up

electronic and physical copies

26

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SLIDE 27

CO COOP P Pl Planni nning Ste ng Steps ps

  • STEP

TEP 1: : Convene a Steering Committee

  • STEP 2

TEP 2: Determine Essential and Non-Essential Functions

  • STEP 3

TEP 3: : Develop Mitigation and Recovery Strategies

  • STEP

TEP 4: : Identify Threats for Prioritization of Strategies

  • STEP

TEP 5: : Finalize and Approve Plan

27

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SLIDE 28

STEP TEP 4: 4: Iden enti tify T fy Threats eats

  • Identify threats and hazards that affect your
  • rganization as well as the surrounding community
  • Research for other plans of community based child

serving Organizations

  • See if your local emergency management agency

(city, county, or state) has a Hazard Mitigation Plan

28

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SLIDE 29

CO COOP P Pl Planni nning Ste ng Steps ps

  • STEP

TEP 1: : Convene a Steering Committee

  • STEP 2

TEP 2: Determine Essential and Non-Essential Functions

  • STEP 3

TEP 3: : Develop Mitigation and Recovery Strategies

  • STEP

TEP 4: : Identify Threats for Prioritization of Strategies

  • STEP

TEP 5: : Finalize and Approve Plan

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SLIDE 30

STEP TEP 5: 5: Fi Final alize an e and Approve ve Plan an

  • Each department lead should approve of the RTOs,

recovery strategies, and mitigation strategies related to the department

  • Once all departments have signed off, the Steering

Committee and the Final Approver review on the complete plan

  • If not the Project Manager, the Steering Committee

should assign an individual to train and maintain the COOP Plan

30

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SLIDE 31

Gro Group Ac Activity ty

Activity 2

31

  • For each of your identified

essential functions and RTOs, develop recovery and mitigation strategies

  • For each strategy, list pros and

cons

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SLIDE 32

Module le 3: 3: What do I do after I have a COOP Plan?

32

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SLIDE 33

Pl Planni nning ng is a a P Proc

  • cess of
  • f Conti

Continuous nuous Impr mproveme ment nt

33

“The art and science of planning helps determine how many solutions or alternatives to consider” – FEMA CPG

  • 1. Identify

Threats

  • 2. Develop

and Maintain Plans

  • 3. Test and

Training

  • 4. Respond

to Incident

  • 5. Evaluate

and Improve

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SLIDE 34

Pl Plan Ma n Maint ntena nanc nce Progr

  • gram
  • Assign pe

ign personne

  • nnel

l to manage the COOP program (planning, training, etc.); responsibility could be shared with your Emergency Response Planner

  • Determine a mainte

intena nanc nce s sche hedule dule

  • How often will the plan be reviewed to see if

changes need to be made? Ideally, annually

  • Revis

ision ion and a nd appr pproval

  • Who will need to sign-off on the revisions?
  • Inform the Steering Committee

34

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SLIDE 35

Devel evelop a a Trai aining & & Exer xerci cise se Progr

  • gram
  • Which staff should be trained?
  • What will they be trained on?
  • How will they be trained? (e.g.,
  • rientation, workshops, drills,

exercises)

  • How often will they be trained?
  • Include self and family

preparedness information

35

“Prepared employee is a present employee”

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SLIDE 36

Devel evelop a a Trai aining & & Exer xerci cise se Progr

  • gram
  • After a drill, exercise, or real

event, your organization should conduct a “hotwash”

  • r an after action review
  • What went well? What went

wrong?

  • Document recommendations

and revise plan accordingly

36

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SLIDE 37

Execu xecute M e Mitigat ation Strat ateg egies es

37

  • Purchase assets, build inventory or safety stock
  • Ex. extra supplies/food, back-up generator
  • Agreements with 3rd party contractors
  • Ex. Porta potty rentals, food service
  • Mutual agreements with similar organization or

government agency

  • Ex. Alternate location, surge staffing, mental

health services

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SLIDE 38

Me Memor morandum of ndum of Unde nderstandi nding ng (M (MOU) OU)

38

  • Introduction/background – Why? What

capability or resource?

  • Purpose – When and how will it be used?
  • Scope – Who will be using this?
  • Definitions – Specific to a particular party
  • Oversight – What is the governance

structure? How will the capability be deployed?

  • Updates – How will the MOU be modified?

Non-binding agreement between two or more parties

  • utlining terms and details
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SLIDE 39

Bui Build d Ex Externa nal R Relati tions

  • nshi

hips ps

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  • Public Sector (local police/fire, office of

emergency management, state officials)

  • Utilities (electric, gas, water)
  • Communications (telephone, internet)
  • MOUs with similar organizations
  • Donations or grants

Now that you know your essential functions, be your own advocate!

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SLIDE 40

Next Steps and Conclusion

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SLIDE 41

Que uestions

  • ns a

and nd Ope pen D n Discus ussion

  • n

41

  • Any concept that needs additional clarification?
  • What are some of the barriers you face in creating

a COOP?

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SLIDE 42

Tha Thank nk You f

  • u for
  • r P

Parti ticipa pating! ng!

  • Complete Par

articipant pant F Feedbac eedback F For

  • rms now and

leave with the facilitator

  • Addi

dditional

  • nal R

Res esour

  • urces

es

  • Comprehensive training from the National

Center for Disaster Preparedness

  • MOU Guide/Template
  • COOP Sheets

42