Disaster Preparedness II: Planning for the Future

1. Expect the Unexpected: Are We Clearly Prepared? Disaster Preparedness II: Planning for the Future Dawn Waters VA Department of Professional & Occupational Regulation Council on Licensure, Enforcement and Regulation 2006 Annual Conference Alexandria, Virginia

2. Virginia’s Commitment to Preparedness Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

3. EMAP Accreditation in 2005 • Fifth state in the nation to receive full accreditation http://www.emaponline.org • Currently nine accredited jurisdictions: • Arizona • Washington DC • Florida • North Dakota • Virginia • Pennsylvania • Jacksonville/Duval County FLA (city/county) • Illinois • Montana Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

4. VA Department of Emergency Management • Coordinates emergency planning in the Commonwealth of Virginia • Statewide Emergency Response Plans (7 volumes) • Conducts periodic training for state and local emergency planners • Provides VA citizenry, state agencies, and localities with: • Tool Kits • Training Manuals • Reference Materials Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

5. VDEM Web Site About VDEM What do they do? • Preparedness • Response • Recovery • Mitigation Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

6. Continuity of Operations Planning COOP • Government-wide initiative • Federal, state and local government • Created to ensure the ability of government agencies to fulfill their essential roles and functions in response to a wide range of threats Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

7. COOP Focus • Response • Recovery • Resumption • Reconstruction • Relocation Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

8. Phase I Project Initiation Phase II Information Gathering Phase III Strategy Options Analysis Phase IV Design & Documentation Phase V Exercising Phase VI Maintaining DPOR’s COOP Planning Model Pink  Completed Blue  Scheduled Annually Green  On-going Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

9. Information Gathering – Risk Analysis • Building Features • Surrounding Area • Fire Protection • Security • Vital Records • Electronic & Non-electronic • Human Resources • Department Work Areas • Computer & Technical Facilities • IT Due Diligence • Telecommunications • Power Backup • Parking • Transportation • Internet Security • eCommerce Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

10. Jurisdictional/Environmental Threats • Identified for each state entity by Center for Geospatial Information Technology @ VA Tech • Risk expressed as number between 0 and 1 (0=lowest & 1=highest) • Example: DPOR’s Winter Storm Risk (in Richmond, VA) is .37 Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

11. Identifying Essential Functions • Identify all functions then determine what must always be continued • Prioritize the essential functions • Establish staffing & resource requirements • Identify needed date & systems • Defer non-essential functions • Integrate supporting activities Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

12. DPOR’S Functional Organization Chart Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

13. Impact Analysis • Organizational Impact • Division Impact • Peak Times • Peak Load Considerations • Continuity Procedures • Legal Ramifications Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

14. DPOR’s Level 1 Functions • Employee Benefits • Facilities Management (includes Security) • Systems Engineering (IS) • Operations & User Support (IS) • Internal Communication • Mail Processing • Media Relations • Payroll • Public Information • Purchasing/Procurement • Reception • Telecommunications Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

15. Level 2 Functions • Accounts Payable • Accounts Receivable • Applications Receipt • Board Minutes (FOIA) • Certifications & Information Requests (FOIA) • Customer Assistance • FOIA & License Transcripts • Complaint Intake • Inventory Management • Legislative Analysis • Legislation (RPD) • Subpoena Log & Distribution • Systems Development Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

16. Level 3 Functions • Exam Administration • Exam Application Processing • Exam Coordination • Exam Results Processing • Investigations • License Processing • Record Management • Recovery Fund Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

17. Level 4 Functions • Adjudication • Administrative Proceedings • Alternative Dispute Resolution • Board Administration • Board Agenda Preparation • Budgeting • Cause Determination (Fair Housing) • Cost Allocation • Disciplinary Compliance & Recording • Property Registration Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

18. Level 5 Functions • Applications Scanning • Education Coordination • Enforcement & Agenda Materials Scanning • Fair Housing Outreach & Training • Financial Compliance Reporting • Management & Financial Analysis • Planning & Project Management • Policy Development • Regulation Promulgation Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

19. Elements of a Viable COOP • Identification of essential functions • Delegation of Authority • Orders of Succession • Interoperable Communications • Alternate Facilities • Vital Records & Databases • Human Capital Considerations • Tests, Training & Exercises Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

20. An emergency occurs… EVENT EMERGENCY RESPONSE Crisis Management Team Activate COOP??? Business Continuity Teams Activated Yes No Functional Recovery Teams Activated Resume Normal Operations Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

21. 3 Phases of COOP “Activation” • Activation & Relocation • Alternate Facility Operations • Reconstitution Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

22. COOP Business Continuity Teams • Immediate Response Team • Crisis Management Team • Administration Team • Damage Assessment & Reconstruction Team • Information Systems Team • Voice & Data Team • Core Business Teams • Institutional Support Team • Functional (work unit) Teams Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

23. COOP Communications Immediate Response Team (IRT) Damage Assessment & Reconstruction Team (DART) Crisis Management Team (CMT) Administration Team (ADMT) Information Systems Team (IST) Voice & Data Team (VADT) Core Business Teams (CBT) Institutional Support Teams (INST) Function Recovery Teams (FRT) Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

24. Phase I Project Initiation Phase II Information Gathering Phase III Strategy Options Analysis Phase IV Design & Documentation Phase V Exercising Phase VI Maintaining DPOR’s COOP Planning Model Pink  Completed Blue  Scheduled Annually Green  On-going Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia

25. Speaker Contact Information Dawn Z. Waters Virginia Department of Professional & Occupational Regulation 3600 West Broad St., Richmond, VA 23230 Phone: 804-367-8583, Fax: 804-367-7024 Dawn.Waters@dpor.virginia.gov www.dpor.virginia.gov Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia