PRESENTED BY: Romerio (Ro) Moreno, CMDSM, EMCM USDA Departmental Mail Manager Dennis (Dee) Banks USDA Management & Program Analyst

 Provide a “high level” overview of a COOP, including its importance, terminology, benefits, planning, and implementation.  Discuss the 12 key elements of a viable COOP with emphasis on tailoring the plan to fit your Mail Center or organizational requirements.  Provide information about how a COOP event might affect you and your organization. Session Objectives

 COOP Definition & Benefits  Authority for COOP  Planning Objectives & Benefits  12 Key Elements of a Viable COOP  Summary  Questions & Answers Session Topics Today’s Program Includes:

COOP Definition & Benefits COOP is a good business practice. It enables the Mail Center to continue essential functions across a broad spectrum of hazards and emergencies:  Natural  Manmade  Technological  National security emergencies According the FEMA/DHS a COOP includes... “The activities of individual departments and agencies and their sub-compartments to ensure that their essential functions are performed.” COOP activities include…  Plans and procedures to ensure that essential functions are performed.  Tests, training, and exercises essential for ensuring a viable COOP capability.

Federal COOP Authority  FEMA is responsible for:  Issuing COOP guidance.  Promoting understanding of and compliance with COOP requirements in FPC-65.  FEMA’S Office Of National Security Coordination (ONSC) is DHS’s implementing organization for its COOP Lead Agent responsibilities  Legal Basis: Executive Order 12656, “Assignment of Emergency Preparedness Responsibilities”  Applicable to Federal Executive Branch departments/agencies, sub- agencies and operations  Federal Preparedness Circular (FPC) 65 guides Federal COOP planning

COOP Planning Objectives & Considerations COOP plans must:  Be capable of implementation anytime, with and/or without warning  Provide full operational capability for essential functions NLT 12 hours after activation  Sustain operations for up to 30 days and include regularly scheduled Testing Training & Evaluation (TT&E)  Ensure continued performance of essential functions  Reduce loss of life/minimize damage and protect essential assets  Ensure succession to office of key leadership  Reduce/mitigate disruptions to operations  Achieve timely recovery/reconstitution

12 Key Elements of COOP Development Continuity of Operations Plan Executive Summary Introduction Purpose Applicable /Scope Essential Functions Authorities & Reverences Concept of Operations (Phases) COOP Planning Responsibilities Logistics Testing, Training & Exercises Multi-Year Strategy & Management Planning Plan Maintenance

COOP - Key Elements  Briefly outlines the operations and the content of the COOP  Describes what it is, who it affects, and circumstances for use  Discusses key elements of COOP and explains the Mail Center’s implementation strategies.  Explains the importance of COOP planning  May discuss background for planning  Refer to recent events causing emphasis for the importance of a COOP

 Explains why the Mail Center COOP planning  Provides applicable Federal guidance and the purpose of COOP planning to ensure continuity of essential functions  State’s that the COOP plan is designed to address all hazard threats COOP - Key Elements  Describes the applicability of the plan as a whole to include subordinate activities and personnel  What is the scope of the plan?  Addresses the full spectrum of potential threats, crisis, emergencies (natural and/or man-made)

COOP - Key Elements  Appendix in the plan outlines all supporting authorities  Lists references that have assisted in development of the COOP  Establish an Emergency Relocation Group (ERG)  Provide vital services  Exercise civil authority  Developers must determine the functions that must be continued in all circumstances  Essential functions include those that meet the 12/30 Rule:  They must be resumed within 12 hours, and  Cannot be interrupted for 30 days Authorities & Reverences

COOP - Key Elements  Explains how the operation will implement each critical COOP element  Separate this section into 3 phases:  Activation & relocation  Alternate facility operations  Reconstitution  Provides the additional delineation of COOP responsibilities of each key staff position  Include members of:  Emergency Relocation Group (ERG)  Those identified in order of succession and delegation of authority  Others as appropriate

COOP - Key Elements  Deals with explaining the significant requirements for identifying the alternate facility  The pros/cons of the alternate location  The alternate facility should provide:  Sufficient space & equipment  Reliable: logistical support; services; infrastructure; health, safety and well being of personnel  Explains the Test, Training and Exercise (TTE) plans  TTE’s familiarize staff with their roles and responsibilities during and emergency  Helps to ensure that systems and equipment remain in a constant state of readiness  Validates certain aspects of the COOP plan.

COOP - Key Elements  The MYSMP should be developed as a separate document and addresses the short and long term COOP as it applies to:  Goals and objectives  Timelines and budgetary requirements  Planning and preparedness considerations  Planning milestones  Tracking systems to monitor accomplishments  Addresses how the operation plans to ensure the COOP contains the most current information  Federal guidance calls for an entire review at least annually  Update as they occur key evacuation routes, rosters, telephone information, maps, room/building designations of alternate locations

Devolution & Reconstitution Reconstitution Is: 1. Inform all personnel that the threat no longer exists, and provide instructions for resumption of normal operations. 2. Supervise an orderly return to the normal operating facility or movement to another operating facility. 3. Report status of relocation to agency partners/customers. 4. Conduct an after-action review. Devolution is: The capability to transfer statutory authority and responsibility for essential functions from an agency’s primary operating staff and facilities to other employees and facilities and to sustain that operational capability for an extended period. (FEMA)

 Good COOP planning and preparation provides for the capability to continue essential government services (Mail Services) through any emergency  A viable COOP program includes comprehensive planning, testing, training, maintenance, and exercises to ensure that desired capabilities are achieved and sustained.  COOP events or emergencies can disrupt operations for an undetermined amount of time and can threaten our personal well-being and that of our families Summary

questions / answers RECOMMENDED COOP SOURCES ON THE WEB (SEE REFERENCES)

1.FEMA Continuity of Operations Plan Template Instructions df df 2.FEMA Continuity of Operations Plan Template mplate.pdf mplate.pdf 3.Comprehensive Preparedness Guide 201 – April nal_ pdf nal_ pdf 4.Devolution of Operations Template REFERENCES