DGSDPS

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COOP Continuity Of Operations Planning
John Sheppard Peggy Ward Department of General
Services
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COOP Workshop Objective
Provide Procurement Professionals with Knowledge,
Tools, and Practical Guidance on how to plan for
continuing operations in the event of an
emergency.
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WHAT IS COOP?

• COOP Continuity of Operations Plan
• COOP Objective
• to plan, to the extent practical, for
  continuation of critical operations in the event
  of a disaster.

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What is COOP not?

• A COOP is a supportive framework for operations
• but it is
• NOT
• a substitute for common sense thought.

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WHY DO COOP?

• 1. Best Business Practice is to Be Prepared.
• 2. October 2003 memoranda from Chief of Staff
  Leighty stating Agencies will be required to
  certify to the Governor in writing, through
  Cabinet Secretaries by June 1, 2004, that the
  organizations they supervise have in-fact
  developed, tested and are maintaining COOP
  plans.

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How to Create a COOP

• Determine COOP Timeframe (1 day, 1 week, 1month?)
• Inventory Your Business Processes
• Perform Business Impact Analyses (BIA)
• 4. Rank Business Processes based on BIA

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How to Create a COOP

• For the Most Critical Processes
• 5. Identify Critical Dependencies
• and Resumption Time Objectives
• 6. Identify the command structure succession
  plans
• 7. Form COOP Teams
• 8. Identify alternative locations

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How to Create a COOP

• 9. Develop Communications Plans for COOP teams,
  customers, media and Suppliers
• 10. Develop Procedures/Checklists for all Teams!

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Perform Business Impact Analyses (BIA)

• For each business process, analyze the
• potential harm that would ensue if the business
• process is not performed.
• See BIA Handout
• Analysis must be structured, documented and
  consistent.

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Inventory Your Business Processes

• Create a listing of your business processes
• Example
• Procure needed goods and services
• Surplus unused materials
• Pay vendors
• Pay employees

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Rank Business Processes based on BIA

• List all processes with rankings and sensitive
  data criteria. Normalize responses and rank.
• See Handout
• Determine where to draw the line for COOP.

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For the Most Critical Processes

• Perform Critical Dependencies Analyses
• Identifies those resources required to continue
  operations (persons, skills, supplies, services,
  information systems, etc.) and the Resumption
  Time Objective (RTO).
• RTO When do you need to have this process back
  up and running.

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Identify the Command Structure

• Identify the leader and the key management
  persons as these will form the Crisis
  Management Team.
• Who is in charge?

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Create A Succession Plan

• For all members of the Crisis Management Team,
  identify document a successor AND a second
  successor.
• Make certain the succession plan is known!!

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FORM COOP TEAMS

• 7 Types of COOP Teams
• 1. Immediate Response Team (IRT) - 1
• 2. Crisis Management Team (CMT) - 1
• 3. Damage Assessment Recovery Teams
• (DART) 1 per location
• 4. Information Systems Telecommunications Team
  (ISTT) - 1
• 5. Administrative Teams (ADMT) 1 per Org. Unit
• 6. Institutional Support Team (INST) 1
• 7. Operational Functions Teams (OFT) -

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Immediate Response Team (IRT)

• Composition
• Formed immediately after disaster occurs.
• Composed of persons at event site.
• Most senior person assumes leadership.
• Many staff shall be trained to perform this role.
  
• Because neither the type nor time of a disaster
  can be predicted, no IRT members are named ahead
  of time. This is the only unnamed COOP team.

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IRT

• Purpose
• Provide for safety care of persons.
• Eliminate/control source of the disaster.
• Must train staff who is to be notified if an
  event occurs
• When the Crisis Management Team assumes control,
  the leadership role of the IRT is turned over
  the team is disbanded.

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Crisis Management Team (CMT)

• CMT PURPOSE
• Controls directs the COOP recovery process.
• Activated by a call from the Immediate Response
  Team (IRT) unless there is advance warning of the
  event - as was the case for Hurricane Isabel. In
  that case the Crisis Management Team activates
  itself.

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Damage Assessment Recovery Team

• Composition
• Those individuals knowledgeable about your
  facilities. Members are primarily from the
  Facilities Management area. Need a team for each
  geographical location.
• Purpose
• Controls directs the facilities recovery
  process Condition assessment, damage control
  repair.

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Information Systems Telecommunications Team
(ISTT)
Composition Those individuals knowledgeable in
the information systems telecommunications
structures of DGS. The ISTT is activated by a
call from the CMT. Purpose Provide the critical
technical telecommunications support functions
during the recovery.
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Administrative Teams (ADMT) 1 per Organizational
Unit

• Composition
• The Administrative Teams (ADMT) are unique to
  each major organizational unit. ADMT members are
  those individuals knowledgeable in the
  administrative functions of their unit.
• Purpose
• Provide the critical admin support functions
  during the recovery.

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Institutional Support Team (INST) 1

• INST provides services to all teams as needed.
  The INST is comprised of Central Office
  individuals knowledgeable in the central
  administrative functions. Usually found in
  larger organizations.
• Purpose
• Provides support to the Administrative Teams
  (ADMT), Operational Functions Teams (OFTs) all
  other recovery teams. The INST shares common
  skills works together to provide Administrative
  support functions required. They address staff
  issues, locate needed goods services, process
  revenue make payments as necessary. The INST
  is activated by a call from the CMT if necessary.

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Operational Functions Teams

• Composition
• Multiple Operational Functions Teams (OFT) to
  support the diverse, multiple, critical
  operations (i.e. business processes). The OFTs
  include those individuals knowledgeable about
  specific operations/processes.
• Purpose
• Persons on each OFT share skills work together
  to fulfill the critical operations/processes.
  Each team has continuity procedures. All other
  teams exist to support these teams!

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DGS COOP Notification Sequence
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Continuation Strategy

• Should a disaster or lesser event occur the
  strategy is to implement COOP by
• STEP 1 Responding to Notification Preserving
  Life Property
• STEP 2 Assessing Situations
• STEP 3 Implementing Emergency Processes
• STEP 4 Resuming Critical Processes
• STEP 5 Restoring Full Operations at a
  Permanent Site

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Identify Alternative Locations

• For each team, identify the first location for
  business, an alternate location and a second
  alternate location.
• Ensure you have documented agreements for space
  use configurations.
• Put addresses, phone numbers and directions in
  COOP.

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DEVELOP COMMUNICATION PLANS

• Establish call lists with business and home phone
  numbers and emails for
• COOP team members
• Suppliers
• Customers
• Media
• Phone Cards - Every CMT member has a wallet size
  card of CMT members telephone numbers.
• Put a First Alert link on your Web where you
  can disseminate information (if feasible).

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COOP Maintenance

• RESPONSIBILITY - Who ensures the COOP is kept
  current by providing appropriate level of
  resources in terms of people, time, budget
  attention to keep the plan current?
• REVIEW FREQUENCY - Reviewed at least 1/yr. and
  more frequently if necessitated by major changes
  to services, service deliveries, organizational
  structure or management..
• USER INVOLVEMENT - Persons from every major
  organizational unit should be involved.
• TRAINING/TESTING - All users will be trained on
  the COOP 1/yr. Training may vary from meeting
  discussion to more formal training. Portions
  will be tested 2/yr. Ensure training or testing
  is adequately documented.
• COOP DISTRIBUTION The COOP is distributed on a
  need to know basis to employees. Prior to
  receiving the COOP or component of the COOP,
  consider having each person complete a
  Confidentiality Agreement. All persons receiving
  COOP or any component of COOP are required to
  keep the COOP/COOP components away from the
  workplace in a secure area.

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VITAs Offerings

• VITA Security Services provides support to
  agencies in the area of Business Continuity and
  Disaster Recovery. Currently, some consulting
  service is available to agencies as they work
  through their detailed plans.
• COOP Systems' myCOOP software is hosted on a VITA
  server and is available to all agencies to help
  with the development of a continuity of
  operations plan. The agreement covers licensing
  for myCOOP software, which includes a complete
  package of templates, and a range of training
  options. The agreement provides for
• o Licenses (one time) for 381.25 per user
• o Maintenance (ongoing) for 234.25 per
  user annually
• o Training for users on the software (one
  day) for 163.50 per user
• o Comprehensive workshop on continuity of
  operations planning (three days) training for
  users on the software (one day) for 817.00
• Alternate processing services are available to
  all inscope agencies through the VITA contract
  with SunGard Availability Services.
• As resources are available, additional services
  will be available.
• Contact Barbara Vaughan, barbara.vaughan_at_vita.virg
  inia.gov or [phone] for more information
  on business continuity and disaster recovery
  planning.

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Useful Links

• http//www.fema.gov/
• http//www.dhs.gov/dhspublic/
• http//www.vaemergency.com/
• http//www.commonwealthpreparedness.virginia.gov/
• http//www.nemaweb.org/index.cfm
• http//www.redcross.org/
• http//www.disasterplan.com/

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Planning

• Details on Goods and Services for Home and
  Governmental Readiness

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Emergency Supplies - Home

• Lights Camera Action
• flashlights disposable cameras action plan on
  3 by 5 cards with emergency and family contacts
• Food Clothing Shelter
• energy bars bottled water camping tents and
  emergency clothing such as ponchos, boots, cash
  in small bills, etc.

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Emergency Supplies - Home

• Survival Gear
• radio first-aid kit small generator matches
  penknife small tool kit spare batteries -
  charcoal
• Comfort Items
• ______________________________________________
• ______________________________________________
• ______________________________________________

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VDOTs Hawk Extreme Vehicle

• Unless you have one of these MSRP 435,668.00

You may want to consider these
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Light-weight Home Generator
Yamaha Portable Model EF1000iS Quiet generator
1000 Watts at Maximum output Weighs only 27
pounds Operates 12 hours at 250 watt load on
full tank (0.66 gallons of gasoline! MSRP
779.00
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Small Home Refrigerator
KEY FEATURESENERGY STAR Qualified2.7 Cu. Ft.
CapacityAdjustable Temperature ControlClear
Crisper with CoverClear Defrost DrawerClear
Door StorageFlexi-Stor Door with 4 Can
RacksFreezer Compartment with Ice Cube
TrayReversible Door Swing Model EL03PPXMQ
MSRP 88.00
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Governmental Readiness

• WHAT ITEMS ARE KEY TO SURVIVAL?
• Generators?
• Water?
• Ice?
• Food?
• Cots?
• Light Towers?
• Radios?
• Sandbags?
• Tents?

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Remember

• Plans are OK
• but
• Planning is priceless!