Hurricane and Disaster Planning (Business Continuity)

1. HurricaneandDisaster Planning(Business Continuity) T. Michael Self, CPEA FDEP, West Palm Beach

2. Objectives . . . • During this session on natural disaster and business continuity planning, the basic concepts involved in plan development, implementation, and maintenance will be explored. Each attendee should be able to carry away from this session the tools necessary to begin the development of such a plan or to be able to further enhance existing plans

3. Pieces of the Puzzle Exercise Budget Goals Management Commitment Coordinate Planning Team Hazards Implement Evaluate Emergency Planning Resources Schedule Authority Legal Affairs Modify Training Plan Components Regulation Integrate Analyze Audit

4. Initial Plan Development General or Specific? Establish a Planning Team Use a standard format

5. Emergency Planning • Fires • Severe Weather • Hazardous Material Spills • Transportation Accidents • Natural Disasters • Terrorism • Utility Outages

6. Emergency Planning • Four Step Process • Step 1 -- Establish a Planning Team • Step 2 -- Analyze Capabilities and Hazards • Step 3 -- Develop the Plan • Step 4 -- Implement the Plan

7. Step 1 - Establish a Planning Team • Form the Team • Establish Authority • Issue a Mission Statement • Establish a Schedule and Budget

8. Form The Team • Team Size • Group Of Expertise • Specialized Planning Section • Specific Individual

9. Establish Authority • Management Commitment • Planning “Authorization” • Clear Lines of Authority

10. Issue A Mission Statement • Should be the basis for the plan “. . .the safety of our employees, their families and property . . . to ensure business continuity . . . this natural disaster plan . . .”

11. Establish A Schedule And Budget Time (weeks) 0 1 2 3 4 5 6 7 8 9 10 Activity Pre-Planning Data Collection & Review Develop Scope, Goals, & Objectives In-House Record Review Management Interviews Employee Interviews Walk-through Plan Development Training

12. Current Status Community and External Organizations Codes and Regulations Critical Products, Services and Operations Internal Resources and Capabilities External Resources Insurance resources, requirements, or limitations Business Vulnerabilities Potential Emergencies Probability of Specific Emergency Human Impact - Injury/Death Property Impact Business Impact Internal and External Resources Step 2 - Analyze Capabilities and Hazards

13. Remember . . . • When assessing resources, remember that community emergency workers - police, paramedics, firefighters - will focus their response where the need is greatest. Or they may be victims themselves and be unable to respond immediately. That means response to your facility may be delayed.

14. Step 3 - Develop The Plan • Executive Summary • Incident Management Elements • Response Operations and Activities • Documentation • Resources The development process begins . . .

15. Scope, Goals and ObjectivesScope • Organizational and/or geographical boundaries • Criteria to be employed • Time period (if necessary) • Risks associated with the planned activities

16. Scope, Goals and ObjectivesGoals • Define what you hope to achieve • Numerical goals? • Descriptive goals? • Do the goals provide measurable parameters? Goals will ultimately establish your planning objectives

17. Scope, Goals and ObjectivesObjectives • Clearly identify results or performance expected • Identify who, what, when, where, and how much • Do they relate to your goals? • Are they achievable?

18. Writing “The Plan” • Plan Components • Executive Summary • Emergency Management Elements • Emergency Response Procedures • Support Documents • Resources

19. Develop Training • Establish a training schedule Have one person, team, or a department responsible for developing a training schedule.

20. Outside Coordination? • Government Agencies • FDEP • LEPC • FDCA • Government Requirements for Reporting • Other Corporate Offices?

21. Step 4 - Plan Implementation • Plan Integration into SOPs • Training, Drills, and Exercises • Plan Evaluation and Modification

22. Plan Integration into SOPs • Must become part of the corporate culture • Management and employee support • All levels within the organization involved in evaluating and updating the plan as needed Look for opportunities to build awareness

23. Training, Drills, and Exercises • Planning considerations - who, what, when, where & how • Training Activities - employee training, tabletop exercises, operational training exercises, evacuation drills

24. Plan Evaluation and Modification • Conduct formal annual audits of the plan • After training • Facility changes • New processes introduced

25. Summary We have covered the basic concepts involved in business continuity plan development, implementation, and maintenance. Each of you should be able to carry away from this session the tools necessary to begin the development of such a plan or to be able to further enhance existing plans

26. Business Continuity That’s All Folks!