OVERVIEW FOR NONPROFITS I O N E L A L U T A I V O L U N T E E R A - - PowerPoint PPT Presentation

CONTINUITY OF OPERATIONS (COOP) OVERVIEW FOR NONPROFITS

I O N E L A L U T A I V O L U N T E E R A L E X A N D R I A

WH WHAT IS Contin inuity uity of Ope peration ions s Plan (COOP OP)? )?

• A

A COOP Plan is s a d docume ment nt that t outlines nes what an agency y must st do to assure ure it t has the capability ty to conti tinue nue essenti ential agency y functi nctions. ns.

• Ensures

sures capability ty to conti tinue nue essenti ential comp mpone nent nt functi nctions

• ns across

ss wide de range e

• f pot
• ten

enti tial l emergenci ncies es incl clud uding localized ed acts s of nature ure, , accide dents nts, , techno hnologic gical al or attack ck-re relat ated d emergenci ncies. es.

WH WHY COOP P PLANNING NING?

• Witho

thout ut COOP organi nizat zations ns cannot

• t func

ncti tion

• n after

r a d disast saster

• Organiza

nizati tion

• nal

l Reliability lity

• Consist

sistency ncy of Servi vices es

• Mini

nimi mizat zation n of chaos

• Public relati

tions ns

COOP GOALS

• Ensure

sure time mely y and orderl erly y conti tinuo nuous us perform

• rman

ance of esse senti ntial functi ctions ns duri ring ng and after r an emergenc ncy.

• Prot
• tect

ct fa faciliti ties, es, equ quipme pment, nt, records ds and ot

• ther

r assets sets that t suppo pport t essenti ential functi nctions.

• ns.
• Reduce

ce or miti tigat ate disrup srupti tions ns to operati tions ns.

• Mini

nimi mize ze loss ss of life, , injur ury y and prope perty damage.

• Provi

vide de fa family suppo pport t planni ning ng for agency perso sonn nnel duri ring an emergenc ncy.

• Should

ld be c capable of executi ution n bot

• th with

th and without hout warning ning.

• Should

d be o

• perati

tiona nal no later r than n 12 hours s after er activation. ation.

• Should

d mainta ntain n sustai stained ned operati ations ns for up to 30 days. s.

PHASES OF CONTINUITY

• Conti

tinui uity y plannin nning ensures ures the conti tinua nuati tion

• n or rapi

pid d resum sumpti ption n of essenti ential functi nctions

• ns duri

ring ng a c conti tinui nuity event. t.

• The conti

tinuit uity y plan prepa pares res agencies es and their eir personn sonnel l for the possibi ssibility lity of relocati ting ng and being operati tiona nal withi thin 12 hours s of conti tinui nuity ty activati tion. n.

• Conti

tinui uity y plan n imple mpleme menta ntati tion n takes s place in five phase ses: s: Identi tifying, ying, Analyzin zing, , Designin gning, , Execut uting ng and Measuri uring. ng.

CONTINUITY PROGRAM MANAGEMENT FOUNDATION

• Leadersh

ship p is criti tical to provide vide suppo pport t for conti tinui nuity planni ning ng and ensur ure conti tinui nuity ty of essenti ential functi ctions ns.

• Staff

f must t be s suffici ciently ently traine ained d and cross ss-tr traine ained d to perform rm their r duti ties es in a conti tinui nuity ty environm

• nment

nt.

• Faciliti

ties es must t be ad adequ quat ate, , separat arate e locati tions ns to ensure ure executi ution n of essenti ential functi nctions.

• ns.
• Communi

unicati tion

• n syst

stems s and techno hnolo logy y must t be i int nteropera

• perable,

e, robust, ust, and reliable.

ORDER OF SUCCESSION

• Is critical in the event that an organization’s leadership is unavailable, debilitated,
• r inca

capa pable of performi rming ng their legally y autho horiz rized d duti ties, es, roles, s, and responsi ponsibilities. es.

• Order

ers s of succ ccessio ession n are not

• t merely

y a c conti tinui nuity functi nction.

• n. They

y should uld be develope

• ped

d to suppo pport t day-to to-da day y operati ations. ns.

DELEGATION OF AUTHORITY AND CONTINUITY OF COMMUNICATION

• Delegati

tions

• ns of Authori

hority y docume ment nt - the legal autho hority rity for offici cials to make key policy y decisio sions ns. Conti tinui nuity of Communic nicati ations

• ns
• How do you ensure

ure you can communicat unicate with h staff, f, client nts, s, stak akeho holder ders, s, partner ner agencies es in short t term m and long term situa tuati tions?

• ns?

VITAL RECORDS

• Every

y organiz nizati tion n has documents nts, , files, es, and ot

• ther

r materi rials ls vita tal l to the

• rgani

nizat zation n and its ts operati ations. ns.

• These

se assets ts depend nd on a v vita tal records ds progra ram m to suppo pport t essenti ential functi nctions ns duri ring ng a c conti tinu nuity situa tuati tion.

• n.

HUMAN CAPITAL

• Hu

Human n capita tal is what people bring ng to their r work rk in the way of talent, nt, energy, , knowledg dge, e, and enthusia husiasm sm that t people e invest est in their eir work rk.

• All task

sked d Emergenc ency y Relocation ation Group up (ERG) perso sonne nnel need to be ad adequ quatel ely y traine ained d and cross ss-tr trained d to enable the perform

• rman

ance of all essent ntial al functi nctions.

• ns.

FAMILY SUPPORT PLANNING

• Family

y Suppo port Planni ning ng is s a c criti tical al piece ce to your Conti tinui nuity ty of Operati ations ns Planning ning.

• A fa

family y suppo pport plan that t ensures ures fa family y members s will be s safe e and secure ure duri ring ng an emergency ncy situa tuati tion. n.

• A personal “go kit” that includes the items their families will need if they have to

eva vacuat ate or shelter er in place. .

SO WHAT NOW?

• Eva

valua uate your agency

• Do a r

a risk sk assessme essment nt

• Do a b

a busi sine ness ss impa pact ct analysi ysis

• Eva

valua uate your fa facility ty

• Develop

p a C Communi nica cati tion n Plan

• Det

etermine rmine/tr /train ain the essent ntial al staff f

• Back-up

up vita tal l records ds

THANK YOU!

For more inform

• rmati

ation n or to help with th your r Conti tinui nuity ty of Operations ations Planni ning ng, please se contact ct: Ioana Lutai, Emergen ency y Prepare redness dness Manager r Emerge genc ncyP yPrepa reparedne redness ss@v @volunt

• luntee

eera ralexand xandria. ria.org

• rg

Phone: 703 703-836 836-2176 To find nd a C COOP templ mplat ate, , please se go to to https tps://www.volunt lunteera eerale lexandri ndria.o .org rg/pre prepa pari ring ng-your ur-busi usine ness ss Referenc rence: : www.f .fema.g .gov