DGS/DPS2004

John SheppardPeggy Ward

Department of General Services

COOP: Continuity Of Operations Planning

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Provide Procurement Professionals with Knowledge, Tools, and Practical Guidance on how to plan for continuing operations in the event of an emergency.

COOP Workshop Objective

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WHAT IS COOP?

“COOP” = Continuity of Operations Plan

COOP Objective:

to plan, to the extent practical, for continuation of critical operations in the event of a disaster.

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What is COOP not?

A COOP is a supportive framework for operations

but it is

NOT

a substitute for common sense & thought.

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WHY DO COOP?

1. Best Business Practice is to “Be Prepared.”

2. October 2003 memoranda from Chief of Staff Leighty stating: “Agencies will be required to certify to the Governor in writing, through Cabinet Secretaries by June 1, 2004, that the organizations they supervise have in-fact developed, tested and are maintaining COOP plans.”

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How to Create a COOP

1. Determine COOP Timeframe (1 day, 1 week, 1month?)

2. Inventory Your Business Processes

3. Perform Business Impact Analyses (BIA)

4. Rank Business Processes based on BIA

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How to Create a COOP

For the Most Critical Processes:

5. Identify Critical Dependencies and Resumption Time Objectives

6. Identify the command structure & succession plans

7. Form COOP Teams

8. Identify alternative locations

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How to Create a COOP9. Develop Communications Plans for

COOP teams, customers, media and Suppliers

10. Develop Procedures/Checklists for all Teams!

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Perform Business Impact Analyses (BIA)

For each business process, analyze the

potential harm that would ensue if the business

process is not performed.

See BIA Handout

Analysis must be structured, documented and consistent.

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Inventory Your Business Processes

Create a listing of your business processes:

Example: Procure needed goods and services Surplus unused materials Pay vendors Pay employees

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Rank Business Processes based on BIA

List all processes with rankings and sensitive data criteria. Normalize responses and rank.

See Handout

Determine where to draw the line for COOP.

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For the Most Critical Processes:

Perform Critical Dependencies Analyses

Identifies those resources required to continue operations (persons, skills, supplies, services, information systems, etc.) and the Resumption Time Objective (RTO).

RTO = When do you need to have this process back up and running.

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Identify the Command Structure

Identify the leader and the key management persons as these will form the “Crisis Management Team.”

Who is in charge?

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Create A Succession Plan

For all members of the Crisis Management Team, identify & document a successor AND a second successor.

Make certain the succession plan is known!!

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FORM COOP TEAMS

7 Types of COOP Teams:

1. Immediate Response Team (IRT) - 1

2. Crisis Management Team (CMT) - 1

3. Damage Assessment & Recovery Teams

(DART) – 1 per location

4. Information Systems & Telecommunications Team (ISTT) - 1

5. Administrative Teams (ADMT) – 1 per Org. Unit

6. Institutional Support Team (INST) – 1

7. Operational Functions Teams (OFT) -

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Immediate Response Team (IRT)

Composition:• Formed immediately after disaster occurs. • Composed of persons at event site.• Most senior person assumes leadership. • Many staff shall be trained to perform this role. • Because neither the type nor time of a disaster

can be predicted, no IRT members are named ahead of time. This is the only unnamed COOP team.

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IRT

Purpose

• Provide for safety & care of persons.• Eliminate/control source of the disaster.• Must train staff who is to be notified if an

event occurs• When the Crisis Management Team assumes

control, the leadership role of the IRT is turned over & the team is disbanded.

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Crisis Management Team (CMT)

CMT PURPOSE

• Controls & directs the COOP recovery process.

• Activated by a call from the Immediate Response Team (IRT) unless there is advance warning of the event - as was the case for Hurricane Isabel. In that case the Crisis Management Team activates itself.

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Damage Assessment & Recovery Team

CompositionThose individuals knowledgeable about your facilities. Members are primarily from the Facilities Management area. Need a team for each geographical location.

PurposeControls & directs the facilities recovery process – Condition assessment, damage control & repair.

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Information Systems & Telecommunications Team (ISTT)

CompositionThose individuals knowledgeable in the information systems & telecommunications structures of DGS. The ISTT is activated by a call from the CMT.PurposeProvide the critical technical & telecommunications support functions during the recovery.

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Administrative Teams (ADMT) 1 per Organizational Unit

Composition• The Administrative Teams (ADMT) are

unique to each major organizational unit. ADMT members are those individuals knowledgeable in the administrative functions of their unit.

Purpose• Provide the critical admin support functions

during the recovery.

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Institutional Support Team (INST) – 1

INST provides services to all teams as needed. The INST is comprised of Central Office individuals knowledgeable in the central administrative functions. Usually found in larger organizations.

Purpose

Provides support to the Administrative Teams (ADMT), Operational Functions Teams (OFTs) & all other recovery teams. The INST shares common skills & works together to provide Administrative support functions required. They address staff issues, locate needed goods & services, process revenue & make payments as necessary. The INST is activated by a call from the CMT if necessary.

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Operational Functions Teams

CompositionMultiple Operational Functions Teams (OFT) to support the diverse, multiple, critical operations (i.e. business processes). The OFTs include those individuals knowledgeable about specific operations/processes.

PurposePersons on each OFT share skills & work together

to fulfill the critical operations/processes. Each team has continuity procedures. All other teams exist to support these teams!

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DGS COOP Notification Sequence

Non DGS PersonnelCapitol Police Immediate Response Team

DGS Director, DGS Assistant Director, Division Directors, Staff Directors, Bureau Directors, DGS Exec. Admin. Assistant Crisis Management Team

Damage Assessment & Recovery Team

Administration Teams Institutional Support Team

Information Support & Telecommunication

Operational Functions Team

DGS COOP Teams Notification Sequence

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Continuation Strategy

Should a disaster or lesser event occur the strategy is to implement COOP by:

STEP 1 Responding to Notification; Preserving Life & Property

STEP 2 Assessing Situations

STEP 3 Implementing Emergency Processes

STEP 4 Resuming Critical Processes

STEP 5 Restoring Full Operations at a Permanent Site

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Identify Alternative Locations

For each team, identify the first location for business, an alternate location and a second alternate location.

Ensure you have documented agreements for space use & configurations.

Put addresses, phone numbers and directions in COOP.

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DEVELOP COMMUNICATION PLANS

Establish call lists with business and home phone numbers and emails for:

COOP team members

Suppliers

Customers

Media

Phone Cards - Every CMT member has a wallet size card of CMT member’s telephone numbers.

Put a “First Alert” link on your Web where you can disseminate information (if feasible).

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COOP MaintenanceRESPONSIBILITY - Who ensures the COOP is kept current by providing appropriate level of resources in terms of people, time, budget & attention to keep the plan current?

REVIEW FREQUENCY - Reviewed at least 1/yr. and more frequently if necessitated by major changes to services, service deliveries, organizational structure or management..

USER INVOLVEMENT - Persons from every major organizational unit should be involved.

TRAINING/TESTING - All users will be trained on the COOP 1/yr. Training may vary from meeting discussion to more formal training. Portions will be tested 2/yr. Ensure training or testing is adequately documented.

COOP DISTRIBUTION – The COOP is distributed on a need to know basis to employees. Prior to receiving the COOP or component of the COOP, consider having each person complete a Confidentiality Agreement. All persons receiving COOP or any component of COOP are required to keep the COOP/COOP components away from the workplace in a secure area.

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VITA’s OfferingsVITA Security Services provides support to agencies in the area of

Business Continuity and Disaster Recovery. Currently, some consulting service is available to agencies as they work through their detailed plans.

COOP Systems' myCOOP software is hosted on a VITA server and is available to all agencies to help with the development of a continuity of operations plan. The agreement covers licensing for myCOOP software, which includes a complete package of templates, and a range of training options. The agreement provides for:

o Licenses (one time) for $381.25 per user

o Maintenance (ongoing) for $234.25 per user annually

o Training for users on the software (one day) for $163.50 per user

o Comprehensive workshop on continuity of operations planning (three days) & training for users on the software (one day) for $817.00

Alternate processing services are available to all inscope agencies through the VITA contract with SunGard Availability Services.

As resources are available, additional services will be available.

Contact Barbara Vaughan, barbara.vaughan@vita.virginia.gov or (804) 371-5978 for more information on business continuity and disaster recovery planning.

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Useful Links

http://www.fema.gov/http://www.dhs.gov/dhspublic/http://www.vaemergency.com/http://www.commonwealthpreparedness.virginia.gov/http://www.nemaweb.org/index.cfmhttp://www.redcross.org/http://www.disasterplan.com/

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Planning

Details on Goods and Services for Home and Governmental Readiness

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Emergency Supplies - Home

Lights – Camera – Action flashlights – disposable cameras – action

plan on 3 by 5 cards with emergency and family contacts

Food – Clothing – Shelter energy bars – bottled water – camping

tents and emergency clothing such as ponchos, boots, cash in small bills, etc.

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Emergency Supplies - Home

Survival Gear : radio – first-aid kit – small generator – matches

– penknife – small tool kit – spare batteries - charcoal

Comfort Items : ______________________________________________ ______________________________________________ ______________________________________________

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VDOT’s Hawk Extreme Vehicle

Unless you have one of these: MSRP: $435,668.00

You may want to consider these:

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Light-weight Home GeneratorYamaha Portable Model EF1000iS

Quiet generator

1000 Watts at Maximum output Weighs only 27 pounds

Operates 12 hours at 250 watt load on full tank (0.66 gallons of gasoline!

MSRP: $779.00

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Small Home Refrigerator

KEY FEATURES:ENERGY STAR® Qualified2.7 Cu. Ft. CapacityAdjustable Temperature ControlClear Crisper with CoverClear Defrost DrawerClear Door StorageFlexi-Stor™ Door with 4 Can RacksFreezer Compartment with Ice Cube TrayReversible Door Swing

Model EL03PPXMQ MSRP: $88.00

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Governmental Readiness

WHAT ITEMS ARE KEY TO SURVIVAL?

Generators?Water?Ice?Food?Cots?Light Towers?Radios?Sandbags?Tents?

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Remember:

Plans are OK

but

Planning is priceless!