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1. Continuity Program Overview Al Cerrone
Continuity Program Manager
2. Presentation Agenda Continuity Program Staff Slide 3
Dialogic Slides 4-10
Continuity Coordinators Slides 11-20
DOE O 150.1, Continuity Programs Slides 21-24
Status of the COOP Plans Slides 25-29
Devolution Slide 30
Continuity Technical Assistance Program Slides 31-37
DOE COOP Plan Slide 38-39
Eagle Horizon Exercises Slides 40-43
Training Slide 44
Questions & Answers Slide 45
3. Continuity Program Organization
4. Dialogic Communicator GOAL: To provide rapid automatic messaging to a large group of people.
OBJECTIVE: To support the COOP program by maintaining an accurate personnel notification, and accountability process, for use during an exercise or real life scenario.
Each member, listed in the scenario, will be called on all numbers listed in the programmed sequence, until the message is received or the scenario duration ends:
Days (0800-1700) Email, Work, Cell, Pager, Home
Nights/Weekends Email, Home, Cell, Pager, Work
• For each person called, if no acknowledgement is received (by entering the last five digits of your office desk phone number (PIN) and responding to prompts, as required), the system will wait 30 minutes and then try the sequence (all programmed numbers for that individual) again.
5. Dialogic Communicator The DOE Office of Emergency Operations, Continuity Program, operates a computer-based telephone messaging system (Dialogic Communicator) for emergency notification purposes. The system is capable of rapidly contacting multiple personnel, verifying identity, and providing a pre-recorded message. The Communicator will be activated if a situation arises requiring rapid notification to some or all of the staff. The system is primarily used to support the Department’s Continuity of Operations (COOP) Program. The system will be tested quarterly to ensure it will perform as designed and to familiarize participants with the process.
6. Dialogic Communicator When activated, the Dialogic system will call, in sequence, your email, home, cell, pager, and office phone numbers (after hours). During business hours, it will contact you by email, office phone, cell phone, pager, home phone. Once contact is made, the system will stop calling. You might receive multiple calls, since the system calls all the phone numbers that are programmed into the system.
To receive the message, you will be requested to enter your PIN number, which is generally the last 5 digits of your desk phone number (your private line for those who have multiple or common phone numbers).
If you have more than one phone number, it is very important that you remember which phone number you have listed as your desk phone number on the Dialogic Form, since this number will be your access code.
If the system reaches an answering machine or pager, it will leave a message requesting you to call a designated phone number to receive the message.
7. Dialogic Communicator If the system receives no response after the first round of calls, it will wait a designated period of time (currently set at 30 minutes) and try again.
The system is currently programmed to try two times and then stop.
The message remains active for 4 hours (if you return the call after this time, there will be no message to retrieve).
It is important you listen to the entire message and follow system prompts. Please note that if your name appears on more than one call list, it is possible you will get multiple messages, or the same message more than one time during a notification process.
You will also receive a message to report your COOP COGCON Level status. You must email your status to NA-40COOP@nnsa.doe.gov.
8. Dialogic Communicator The Dialogic system keeps a record of the phone calls made and the results. Thus, we will be able to tell who received the message and who did not, in case additional action is necessary for those who have not received or responded to the message. After each test, we follow up to address any problems that have been identified, in order to improve our contact rate.
Please note that because calls placed by the Dialogic computer are sent through the DOE switchboard, which does not contain caller ID information, some “Telezapper” equipment and call intercept services from your telephone company (if you subscribe), may block the call to your home number. In these cases, the ability to reach you through your cell phone or pager assumes even greater importance.
For this system to be effective, we must have accurate phone numbers. If your phone numbers change, it is very important that you contact your COOP Coordinator and give them the updated information.
9. Dialogic Communicator The system message is programmed to remain available for 4-6 hours. If the message has not been received by that time, the system will record that the individual was not reached.
Quarterly Dialogic Tests will be performed based on the information provided by the POCs. This means that the information provided must be accurate, to maintain accountability of all Continuity Responders. The list of COOP Coordinators is provided at the end of this presentation.
10. Dialogic Communicator Corrections to the Dialogic Information should be sent via Entrust to Vicki Rand. You can also e-mail the information to the Dialogic Mailbox at NA-40DialogicCOOP, but messages to that mailbox will not be Entrusted.
These corrections will be made in the Dialogic System for accuracy of future notifications.
If you have any questions concerning this process, please contact Vicki Rand at (301) 903-1407.
11. Continuity Coordinators DOE Primary POCs
12. Continuity Coordinators NNSA Primary POCs
13. Continuity Coordinators DOE Alternate POCs
14. Continuity Coordinators NNSA Alternate POCs
15. Continuity Coordinators DOE Field POCs
16. Continuity Coordinators DOE Field POCs
17. Continuity Coordinators DOE Field POCs
18. Continuity Coordinators NNSA Field POCs
19. Continuity CoordinatorsNNSA Field POCs
20. (P) PRIMARY
(L) LEADERSHIP Continuity CoordinatorsNNSA Field POCs
21. DOE O 150.1, Continuity Programs A Departmental Continuity Program must be established to:
Ensure the Department can continue to support National Essential Functions (NEFs);
Ensure the Department can continue to perform Mission Essential Functions (MEFs), Primary Mission Essential Functions (PMEFs), and Essential Supporting Activities (ESAs);
Ensure readiness by addressing, at a minimum, the basics of continuity planning (e.g., determination of MEFs, PMEFs, ESAs; orders of succession; delegations of authority; communication requirements; human capital; and vital records);
Ensure the requirements established in NSPD-51/HSPD-20, and the program elements specified in Federal Continuity Directives are addressed; and address preparedness; and
Address response to epidemic and pandemic events.
22. DOE O 150.1, Continuity Programs Essential Functions
National Essential Functions (NEFs) – A set of Government functions necessary to lead and sustain the country during a catastrophic emergency, and must be supported through COOP and COG capabilities.
Primary Mission Essential Functions (PMEFs) – DOE functions that must be performed to support or implement the performance of NEFs before, during, and in the aftermath of a continuity event.
Mission Essential Functions (MEFs) – The limited set of the Department of Energy’s Government functions that must be continued after a disruption of normal activities. MEFs provide vital services, exercise civil authority, maintain the safety of the general public and sustain the industrial and economic base during disruption of normal operations. MEFs support the accomplishment of Departmental PMEFs.
Essential Supporting Activities (ESAs) – Activities performed by the Department of Energy that support the accomplishment of the Department’s MEFs and PMEFs.
23. Primary Mission Essential Functions DOE #1:
Maintain the safety and security of nuclear materials in the Department of Energy Complex at fixed sites and in transit.
Respond to a nuclear incident, both domestically and internationally, caused by terrorist activity, natural disaster or accident, including by mobilizing the resources to support these efforts.
Continuously monitor and manage the National energy infrastructure including the drawdown of Strategic Petroleum Reserve and/or the Northeast Home Heating Oil Reserve. Respond to energy infrastructure disruptions to ensure rapid recovery of energy supplies.
24. DOE O 150.1, Continuity Programs The Order has several Requirements and one of them is:
DOE O 150.1 requires Program/Staff offices, Field Elements, and Sites to develop a comprehensive COOP Plan which includes Pandemic planning
The Order also levies a responsibility to annually review and update their COOP Plan
The Order also requires the initial and subsequent updated Plans be distributed to the Continuity Program Office
25. Status of the COOP Plans
26. Status of the COOP Plans
27. Status of the COOP Plans
28. Status of the COOP Plans
29. Status of the COOP Plans
30. Devolution DOE O 150.1 defines Devolution as:
The capability to transfer statutory authority and responsibility for essential functions from the agency’s primary operating staff and facilities to other employees and facilities, and to sustain that operational capability for an extended period of time
HQ Program/Staff Offices should ensure explicit coordination with their devolution location
Program/Staff Offices will maintain an up-to-date list of its devolution site POCs
If your site is a HQ devolution site, ensure support and requested information is provided to your HQ Program/Staff Office
Program/Staff Offices will provide their devolution POC information to the Continuity Program Office
31. Continuity Technical Assistance Program Purpose
The Continuity Technical Assistance Program (CTAP) Gives the field the tools necessary to assist in assessing, validating and improving their COOP programs
Provides a systematic approach to assess continuity programs within the Department
designed to help the Department’s organizations improve their COOP Programs
Final version issued; included on CD
32. Continuity Technical Assistance Program Continuity Assessment Tool (CAT)
Based upon DOE O 150.1, the CAT modified where necessary to make it applicable for DOE Program/Staff Office/Field Element use
Each item in the CAT does not necessarily apply to every location
Defines each element using continuity activities and supporting tasks
Scoring system allows a DOE Program/Staff Office/Field Element to demonstrate progress from one assessment to the next
Overall assessment for each of these continuity elements will be based on the individual task
33. Continuity Technical Assistance Program The DOE CTAP is designed to ensure compliance and identify needed improvements to DOE/NNSA COOP Programs through a three step process:
Technical Assistance Visits (TAV)
34. Continuity Technical Assistance Program Self Assessment
The conduct of the self assessment is accomplished by reviewing the COOP key elements outlined in DOE O 150.1
The CAT is a series of checklists that address each of the elements of the COOP Program and should be used to conduct the self-assessment.
35. Continuity Technical Assistance Program Technical Assistance Visit
Conducted by the HQ Continuity Program office
Based on a request to the Manager, Continuity Program, by the requesting organization
Informal and focused on the requested area of interest
36. Continuity Technical Assistance Program Formal Assessments
Conducted by any of the following:
DOE HQ Program Support offices
Office of the Inspector General
Other agencies, such as the GAO
37. Continuity Technical Assistance Program DOE Continuity Program office (if requested) conducted in a systematic manner to ensure adequate review
Follows a schedule that identifies planned activities and focus areas
Report that will include best practices, areas for improvement, and effectiveness of corrective actions previously identified
Formal report will be completed within 30 working days of the visit
38. DOE COOP Plan Revision is in compliance with new Federal Continuity Directives (FCD) and the National Continuity Policy
Essential Functions – update MEFs/PMEFs
Devolution Annex – additional information with current listing of devolution sites
Human Capital (HC) – additional information based on results of exercises. HC has provided input
Continuity Readiness Assurance Program – new annex
39. DOE COOP Plan Training, Testing, and Exercise Program – new annex outlining HQ DOE’s program
HQ Continuity Plan Operational Phases and Implementation – update COOP COGCON levels
Continuity Emergency Response Group – update and provide guidance
Continuity Emergency Management Team – revised organizational structure/mission
40. Eagle Horizon 2009 Date: June 17, 2009
EH 09 Objectives:
Inter-agency communications test
Review of MEFs/PMEFs and interdependencies
Utilize EH 08 Lessons Learned and identified areas of improvement
Rehearse notification procedures
Provide 100% personnel accountability
41. Eagle Horizon 2009
42. Eagle Horizon 2010 Integrated into the National Level Exercise (NLE) 2010
Tier 1-White House directed, United States Government-wide strategy and policy-related issues
Participation includes Federal departments and agencies in the National Capital Region, FEMA Regions VIII and IX, select States and localities, and select international partners
Conducted as an operations-based exercise
43. Eagle Horizon 2010 Scenario will focus on domestic terrorism
Derived from National Planning Scenario #1: Nuclear Detonation
Will focus primarily on incident response and recovery capabilities
One Improvised Nuclear Detonation incident in Clarke County, Nevada
Additional developing threat(s) to further provide the opportunity to meet exercise objectives
44. COOP Awareness Training This online training course was developed by the DOE/NNSA/NA-40 Emergency Operations Training Academy (EOTA), Albuquerque, NM, for the Continuity Program office.
Out of the 10,267 Federal users 9,012 have completed the training. This is an 88% completion rate.
At the present time, OLC2 is completing a hardware upgrade before launching the course to contractors. NETL will be the first field office to receive the course. An estimated release date has not been determined.
45. Continuity Program Overview Questions