Www.drc-group.com Continuity of Operations Planning (COOP) for Community Colleges Welcome Introductions Administration Agenda Classroom Decorum Participant-Instructor

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Continuity of Operations Planning (COOP) for Community Colleges

Welcome

Introductions

Administration

Agenda

Classroom Decorum

Participant-Instructor Contract

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COOP for Community Colleges

Introductions Activity

Working with a participant next to you, interview each other by filling out the form on page 2.

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College Conflagration

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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.

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Continuity of Operations Plans (COOP)

DefinitionsContinuity of Operations Plan (COOP)

Mission Essential FunctionsPrimary Mission Essential Functions (PMEF)

Mission Essential Functions (MEF)

Non-Mission Essential Function (Non-MEF)

Alternate Relocation Point (ARP)

Orders of Succession/Delegation of Authority

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Continuity of Operations Plans (COOP)

Ultimate ObjectiveRelocate (with or without warning) to an ARP within 12 hours and sustain MEF operations for 30 days.

Planning TimeframesBefore (Preparedness)

During (Implementation)

After (Reconstitution)

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COOP Preparedness (Before)

Establish a COOP Planning GroupIdentify personnel

Establish Direction and Control

Identify Mission Essential Functions

Identify records/data/systems

Identify an Alternate Relocation Point

Develop supporting procedures

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COOP Planning Group

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COOP Planning Group

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COOP Planning Group

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Alert and Warning NotificationStandard 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!

Alice

Bill

Carlos JerryAgnes Mary George

Fred Keisha

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Call-Down ListActivity

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.

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COOP Planning Group

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Establish Direction and ControlOrders of Succession

Delegation of Authority

Executive informationPasswords/Codes

Keys

Signature authority

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Order of Succession/Delegation of Authority Activity



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COOP Planning Group

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Identify MEFs / Non-MEFsMEF services must continueNot every function is essential

Identify CRT / CST personnelNot everyone relocatesPersonal preparedness

Family preparednessMedical issuesSpecial needs

Must CRT be staffed immediately?

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Primary / Mission Essential FunctionsActivity



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COOP Planning Group

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Identify data/systems by MEFVital records/systems

Paper– Forms– Documents/references– Backups

Electronic– Databases– CDs/Thumb drives– Backups

Drive Away KitsPre-positioned Resources

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Vital RecordsActivity



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COOP Planning Group

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Identify data/systems by MEFDrive Away Kits

Items necessary to accomplish PMEF/MEFsStored at workplace, possibly pre-positionedTo be moved if adequate warning allowsNEVER DELAY SELF-PROTECTION!

Personal “GO” KitsShort/No-notice travel to ARP requiredPersonal itemsMedicationKeep in personal possession

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Identify Alternate Relocation Point(s) (ARP)

Must be able to support PMEF/MEFs

Must be able to secure facilitySituationally dependent

Must have an agreement with owner

Allow for “pre-position” vital resources

Available to support operations for 30 days

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Identify Alternate Relocation Point(s) (ARP) – cont.

InfrastructureElectricity and Backup Generator

Phone and Computer Networks

Sanitary Facilities

Who can get the facility open and infrastructure working?

Space and equipment availabilityWork surfaces

Office furniture

Office equipment

ARP Alternatives

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ARP Considerations Activity



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COOP Planning Group

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Supporting Planning ItemsPersonnel Administration

CST Personnel Status

Travel support for CRT staff and ARP

Pay/Leave/Medical/Insurance

The ongoing “Planning Cycle”(Re) Assess

Plan

Train

Exercise

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COOP Activation (During)

No Warning ScenarioWork Hours

NEVER DELAY SELF-PROTECTION!Drive Away Kits (Maybe – Based on Hazard)Pre-Positioned ResourcesPersonal “GO” Kit

Non-Work HoursPre-Positioned ResourcesPersonal “GO” Kit

Alert / Warning ScenarioDrive Away KitsPrep & Movement of Additional ResourcesTime for Personnel to Pack and Prepare

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COOP Activation (During)

ReconstitutionAssessing Impact & Recovery:

Community

Facility

“Triggers”

Assessing Student ServicesMissing PMEF/MEFs

Increase / Decrease PMEF/MEFs

Assessing MEF Personnel Welfare

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COOP Re-Assessment (After)

The ongoing “Planning Cycle”

(Re) Assess

Plan

Train

Exercise

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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?

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Hurricane Party

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COOP Exercises

Online Tabletop ExerciseAdministrative Building Fire Scenario

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