Continuity of operations planning coop for community colleges
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Continuity of Operations Planning (COOP) for Community Colleges. Welcome Introductions Administration Agenda Classroom Decorum Participant-Instructor Contract. COOP for Community Colleges. Introductions Activity

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Continuity of Operations Planning (COOP) for Community Colleges

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Continuity of Operations Planning (COOP) for Community Colleges

  • Welcome

  • Introductions

  • Administration

  • Agenda

  • Classroom Decorum

  • Participant-Instructor Contract


COOP for Community Colleges

  • Introductions

    • Activity

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


College Conflagration


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.


Continuity of Operations Plans (COOP)

  • Definitions

    • Continuity of Operations Plan (COOP)

    • Mission Essential Functions

      • Primary Mission Essential Functions (PMEF)

      • Mission Essential Functions (MEF)

    • Non-Mission Essential Function (Non-MEF)

    • Alternate Relocation Point (ARP)

    • Orders of Succession/Delegation of Authority


Continuity of Operations Plans (COOP)

  • Ultimate Objective

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

  • Planning Timeframes

    • Before (Preparedness)

    • During (Implementation)

    • After (Reconstitution)


COOP Preparedness (Before)

  • Establish a COOP Planning Group

    • Identify personnel

    • Establish Direction and Control

    • Identify Mission Essential Functions

    • Identify records/data/systems

    • Identify an Alternate Relocation Point

    • Develop supporting procedures


COOP Planning Group


COOP Planning Group


COOP Planning Group


Alice

Bill

Fred

Keisha

Agnes

Carlos

Jerry

Mary

George

COOP Preparedness (Before)

  • Alert and Warning Notification

    • Standard 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!


COOP Preparedness (Before)

  • Call-Down List

    • Activity

      • 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.


COOP Planning Group


COOP Preparedness (Before)

  • Establish Direction and Control

    • Orders of Succession

    • Delegation of Authority

    • Executive information

      • Passwords/Codes

      • Keys

      • Signature authority


COOP Preparedness (Before)

  • Order of Succession/Delegation of Authority

    • Activity

      • Working with any other participants from your organization’s sub-division, fill out the form on page 15.

      • Be prepared to quickly brief your findings to the other class participants.


COOP Planning Group


COOP Preparedness (Before)

  • Identify MEFs / Non-MEFs

    • MEF services must continue

    • Not every function is essential

  • Identify CRT / CST personnel

    • Not everyone relocates

    • Personal preparedness

      • Family preparedness

      • Medical issues

      • Special needs

  • Must CRT be staffed immediately?


COOP Preparedness (Before)

  • Primary / Mission Essential Functions

    • Activity

      • Working with any other participants from your organization’s sub-division, fill out the form on page 18.

      • Be prepared to quickly brief your findings to the other class participants.


COOP Planning Group


COOP Preparedness (Before)

  • Identify data/systems by MEF

    • Vital records/systems

      • Paper

        • Forms

        • Documents/references

        • Backups

      • Electronic

        • Databases

        • CDs/Thumb drives

        • Backups

      • Drive Away Kits

      • Pre-positioned Resources


COOP Preparedness (Before)

  • Vital Records

    • Activity

      • Working with any other participants from your organization’s sub-division, fill out the form on page 21.

      • Be prepared to quickly brief your findings to the other class participants.


COOP Planning Group


COOP Preparedness (Before)

  • Identify data/systems by MEF

    • Drive Away Kits

      • Items necessary to accomplish PMEF/MEFs

      • Stored at workplace, possibly pre-positioned

      • To be moved if adequate warning allows

      • NEVER DELAY SELF-PROTECTION!

    • Personal “GO” Kits

      • Short/No-notice travel to ARP required

      • Personal items

      • Medication

      • Keep in personal possession


COOP Preparedness (Before)

  • Identify Alternate Relocation Point(s) (ARP)

    • Must be able to support PMEF/MEFs

    • Must be able to secure facility

      • Situationally dependent

    • Must have an agreement with owner

    • Allow for “pre-position” vital resources

    • Available to support operations for 30 days


COOP Preparedness (Before)

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

    • Infrastructure

      • Electricity and Backup Generator

      • Phone and Computer Networks

      • Sanitary Facilities

      • Who can get the facility open and infrastructure working?

    • Space and equipment availability

      • Work surfaces

      • Office furniture

      • Office equipment

    • ARP Alternatives


COOP Preparedness (Before)

  • ARP Considerations

    • Activity

      • Working with any other participants from your organization’s sub-division, fill out the form on page 26.

      • Be prepared to quickly brief your findings to the other class participants.


COOP Planning Group


(Re) Assess

Exercise

Plan

Train

COOP Preparedness (Before)

  • Supporting Planning Items

    • Personnel Administration

      • CST Personnel Status

      • Travel support for CRT staff and ARP

      • Pay/Leave/Medical/Insurance

    • The ongoing “Planning Cycle”


COOP Activation (During)

  • No Warning Scenario

    • Work Hours

      • NEVER DELAY SELF-PROTECTION!

      • Drive Away Kits (Maybe – Based on Hazard)

      • Pre-Positioned Resources

      • Personal “GO” Kit

    • Non-Work Hours

      • Pre-Positioned Resources

      • Personal “GO” Kit

  • Alert / Warning Scenario

    • Drive Away Kits

    • Prep & Movement of Additional Resources

    • Time for Personnel to Pack and Prepare


COOP Activation (During)

  • Reconstitution

    • Assessing Impact & Recovery:

      • Community

      • Facility

      • “Triggers”

    • Assessing Student Services

      • Missing PMEF/MEFs

      • Increase / Decrease PMEF/MEFs

    • Assessing MEF Personnel Welfare


(Re) Assess

Exercise

Plan

Train

COOP Re-Assessment (After)

  • The ongoing “Planning Cycle”


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?


Hurricane Party


COOP Exercises

Online Tabletop Exercise

Administrative Building Fire Scenario

www.drc-group.com/project/college.html


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