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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

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continuity of operations planning coop for community colleges
Continuity of Operations Planning (COOP) for Community Colleges
  • Welcome
  • Introductions
  • Administration
  • Agenda
  • Classroom Decorum
  • Participant-Instructor Contract
coop for community colleges
COOP for Community Colleges
  • Introductions
    • Activity
      • Working with a participant next to you, interview each other by filling out the form on page 2.
continuity planning
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
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 coop1
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
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 preparedness before1

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 before2
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 preparedness before3
COOP Preparedness (Before)
  • Establish Direction and Control
    • Orders of Succession
    • Delegation of Authority
    • Executive information
      • Passwords/Codes
      • Keys
      • Signature authority
coop preparedness before4
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 preparedness before5
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 before6
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 preparedness before7
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 before8
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 preparedness before9
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 before10
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 before11
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 before12
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 preparedness before13

(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
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 during1
COOP Activation (During)
  • Reconstitution
    • Assessing Impact & Recovery:
      • Community
      • Facility
      • “Triggers”
    • Assessing Student Services
      • Missing PMEF/MEFs
      • Increase / Decrease PMEF/MEFs
    • Assessing MEF Personnel Welfare
coop re assessment after

(Re) Assess

Exercise

Plan

Train

COOP Re-Assessment (After)
  • The ongoing “Planning Cycle”
slide32

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?
coop exercises
COOP Exercises

Online Tabletop Exercise

Administrative Building Fire Scenario

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