phskc business continuity (bc) tabletop exercise wednesday, october 29, 2008 rooms 1311 and 1312...
TRANSCRIPT
PHSKC Business Continuity (BC)Tabletop Exercise
Wednesday, October 29, 2008
Rooms 1311 and 1312
8:30 A.M. - 10:30 A.M.
Agenda – Get Ready for Winter
Introduction
Business Continuity (BC) Overview
BC Exercise Objectives and Ground Rules
Winter Weather Scenario
Debrief and Evaluation
Exercise Design Team
Dee Totten, Preparedness BC
Whitney Taylor, Preparedness Consultant
Dennis Worsham, RHO
Byron Byrne, EMS
Jim Henriksen, EH
Vivian Stevenson, CHS
Business Continuity (BC)
Overview
Planning: a Circular Process Business Continuity is also called COOP, COG
Business Continuity (BC) Plan
BC Plan Components:
1. Leadership line of succession (LOS) and Delegation of Authority
2. Mission Critical Services, Functions, Programs (SFPs)
3. Plan Activation / Implementation Steps
4. Decision Making and Prioritization
Business Continuity (BC) Plan
Mission Critical Services, Functions, Programs (SFPs)
Priorities 1 through 4
Prioritization criteria
Consistent with King County guidance
Requires careful assessment and flexibility before and during an event
Business Continuity (BC) Plan
BC Plan Components:
1. Leadership line of succession (LOS) and Delegation of Authority
2. Mission Critical Services, Functions, Programs (SFPs)
3. Plan Activation / Implementation Steps
4. Decision Making and Prioritization
Business Continuity (BC) Plan
Plan Activation
Who can activate the Department’s BC Plan (and who should be notified)
What factors are considered to determine if activation is necessary
How activation occurs (concept of operations)
Business Continuity (BC) Plan
BC Plan Components:
1. Leadership line of succession (LOS) and Delegation of Authority
2. Mission Critical Services, Functions, Programs (SFPs)
3. Plan Activation / Implementation Steps
4. Decision Making and Prioritization
Business Continuity (BC) Plan
BC Plan Components:
5. Alternate Processes / Facility Relocation /
Temporary Suspension of SFPs
6. Recovery and Resumption
7. Logistics Support
8. Plan Maintenance, Training and Exercises
Implementing Business Continuity During an Incident
Implementing BC During an Incident
BC Function will be managed
as an Operations Section
within the PH EOC
BC Role in an Incident
BC Roles:
1. Support Planning Section in collecting impact assessment data (facilities, infrastructure, staff)
2. Assess functionality of mission critical SFPs
BC Role in an Incident
BC Roles:
3. Develop recommendations for LHO / Chief of Staff:
Identify options for reducing services to free up staff for response roles
Propose solutions for maintaining Department functions through tele-work, flex scheduling, alternate facilities
Recommend temporary suspension of functions
Develop a prioritization plan for restoration of services
Questions?
Disasters Happen…
BC Exercise Ground Rules
Facilitated Discussion
Open dialogue - no wrong answers
Everyone is encouraged to contribute
Accept the scenario
Don’t try to solve problems here – identify what works and where we have gaps
We will document outcomes, develop an After Action Report and Improvement Plan
BC Exercise Objectives
1. Discuss ability to implement Department and Division lines of succession (LOS) and delegations of authority.
2. Evaluate the ability to assess incident impacts on Department services, functions and programs.
3. Evaluate decision processes regarding prioritizing, maintaining and suspending PHSKC services within and across divisions.
BC Exercise Objectives
4. Assess protocols for communicating with Department staff and the public regarding BC decisions effecting public health services, functions and programs.
5. Assess how human resource concerns are addressed within Public Health during BC incidents.
Scenario – Winter Weather Situation 1
It’s Monday December 1 Temperature is currently 34 degrees F.
(Is that a snowflake?)
NOTE: This week…
the LHO is out of the country
the CAO and EH Division Manager are both out of State on vacation
Monday, December 1, 10:00 A.M.Weather Forecast
Winter weather is forecasted by NWS over the next 48 hours:
High probability of light snow (up to 2”) mixed with sleet and freezing rain across Western Washington
Frozen precipitation will likely begin Monday late night, end early Tuesday morning
A second front will come through Tuesday night with similar conditions, clear by Wednesday morning
Winds should not be extreme, yet saturated soils may contribute to fallen trees in some areas
BC Plan Activation
Should PHSKC emergency response plans or BC plans be activated at this time?
Scenario – Winter Weather Situation 2 Tuesday 6:00 A.M.
Media are reporting icy roads in many areas of Seattle and the East Side; very few trees down; 4” snow across South King County
Puget Sound Energy reports 10,000 customers without power in KC
Seattle City Light reports 5,000 customers out
All power should be restored by midnight Wednesday
Many school districts across the county are opening late or are closed for the day
Transit service is VERY erratic
Impacts – Information Gathering
How will we determine the status and functionality of PHSKC facilities and supporting infrastructure?
How will we identify the rate of absenteeism across Sections, Divisions, Department?
Scenario – Winter Weather Situation 2a Tuesday 6:00 A.M.
Initial impacts assessments of PH facilities and supporting infrastructure determine that:
Federal Way: 3” snow, power and phone out, tree down in the parking lot, 1 staff there now
Eastgate: 3” snow, power out, 1 staff there now
North and Northshore: 4” snow and ice, 1 staff at each site
All other PHSKC sites: light snow, functional
Scenario – Winter Weather Situation 2a Tuesday 7:00 A.M.
The Area Command Center (PH EOC) is activated at the Chinook Building
Tracks department-wide impacts
Manages incident information regarding impacts to healthcare partners
Coordination point for logistical support
Connects HC partners to local EOCs for support (i.e. assist with clearing hospital driveways)
Making BC Recommendations to Decision Makers
The Acting LHO requests information regarding the status of mission critical services, functions, and programs
What protocols exist to ensure that Leadership positions with appropriate authority are staffed across the Department?
Making BC Recommendations to Decision Makers
How will we identify which services, functions and programs have been impacted by this event?
Prioritization
How will we determine which mission critical services, functions and programs will remain operational today?
Who will establish Department priorities if multiple Divisions require limited resources to keep mission critical services operational?
Communications to Staff and Public
As decisions are made to modify or temporarily suspend Department functions:
How are staff and clients informed of the status of PHSKC services and facilities?
Who is involved in developing and delivering these messages?
Scenario – Winter Weather Situation 3 Tuesday 4:00 P.M.
Similar weather conditions expected for Tuesday night, clearing by Wednesday morning
However…
Puget Sound Energy indicates that two PHSKC sites (Eastgate and Federal Way) will be without power for several days
Human Resources Issues
What Human Resource issues arise with regard to absenteeism and business continuity decisions made Tuesday morning?
What factors must be addressed when sites are inoperable for several days?
Debrief and Evaluation
Debrief and Evaluation
2008 - 2009 BC Work Plan Items:
Jail Health (develop BC plan in conjunction with DAJD)
ODIR / Admin / Finance / HR (develop BC plan)
Finalize Division BC plans (Prevention, CHS, EH, EMS)
Finalize Delegation of Authority for all Divisions
Debrief and Evaluation
Which components of the Department’s BC Plan are strong and well developed?
What are the top priority BC issues we should focus on through 2008 – 09?