Disaster Preparedness II: Planning for the Future Dawn Waters VA Department of Professional & Occupational Regulation 2006 Annual ConferenceAlexandria, Virginia Council on Licensure, Enforcement and Regulation Expect the Unexpected: Are We Clearly Prepared?

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Virginia’s Commitment to Preparedness

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia EMAP Accreditation in 2005 Fifth state in the nation to receive full accreditation Currently nine accredited jurisdictions: –Arizona –Washington DC –Florida –North Dakota –Virginia –Pennsylvania –Jacksonville/Duval County FLA (city/county) –Illinois –Montana

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia VA Department of Emergency Management Coordinates emergency planning in the Commonwealth of Virginia Statewide Emergency Response Plans (7 volumes) Conducts periodic training for state and local emergency planners Provides VA citizenry, state agencies, and localities with: –Tool Kits –Training Manuals –Reference Materials

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia VDEM Web Site About VDEM What do they do? Preparedness Response Recovery Mitigation

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Continuity of Operations Planning COOP Government-wide initiative –Federal, state and local government essentialCreated to ensure the ability of government agencies to fulfill their essential roles and functions in response to a wide range of threats

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia COOP Focus RR esponse RR ecovery RR esumption RR econstruction RR elocation

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia DPOR’s COOP Planning Model Phase I Project Initiation Phase II Information Gathering Phase III Strategy Options Analysis Phase IV Design & Documentation Phase V Exercising Phase VI Maintaining Pink  Completed Blue  Scheduled Annually Green  On-going

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Information Gathering – Risk Analysis Building Features Surrounding Area Fire Protection Security Vital Records –Electronic & Non-electronic Human Resources Department Work Areas Computer & Technical Facilities IT Due Diligence Telecommunications Power Backup Parking Transportation Internet Security eCommerce

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Jurisdictional/Environmental Threats Identified for each state entity by Center for Geospatial Information VA Tech Risk expressed as number between 0 and 1 (0=lowest & 1=highest) Example: DPOR’s Winter Storm Risk (in Richmond, VA) is.37

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Identifying Essential Functions 1.Identify all functions then determine what must always be continued 2.Prioritize the essential functions 3.Establish staffing & resource requirements 4.Identify needed date & systems 5.Defer non-essential functions 6.Integrate supporting activities

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia DPOR’S Functional Organization Chart

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Impact Analysis Organizational Impact Division Impact Peak Times Peak Load Considerations Continuity Procedures Legal Ramifications

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia DPOR’s Level 1 Functions Employee Benefits Facilities Management (includes Security) Systems Engineering (IS) Operations & User Support (IS) Internal Communication Mail Processing Media Relations Payroll Public Information Purchasing/Procurement Reception Telecommunications

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Level 2 Functions Accounts Payable Accounts Receivable Applications Receipt Board Minutes (FOIA) Certifications & Information Requests (FOIA) Customer Assistance FOIA & License Transcripts Complaint Intake Inventory Management Legislative Analysis Legislation (RPD) Subpoena Log & Distribution Systems Development

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Level 3 Functions Exam Administration Exam Application Processing Exam Coordination Exam Results Processing Investigations License Processing Record Management Recovery Fund

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Level 4 Functions Adjudication Administrative Proceedings Alternative Dispute Resolution Board Administration Board Agenda Preparation Budgeting Cause Determination (Fair Housing) Cost Allocation Disciplinary Compliance & Recording Property Registration

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Level 5 Functions Applications Scanning Education Coordination Enforcement & Agenda Materials Scanning Fair Housing Outreach & Training Financial Compliance Reporting Management & Financial Analysis Planning & Project Management Policy Development Regulation Promulgation

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Elements of a Viable COOP 1.Identification of essential functions 2.Delegation of Authority 3.Orders of Succession 4.Interoperable Communications 5.Alternate Facilities 6.Vital Records & Databases 7.Human Capital Considerations 8.Tests, Training & Exercises

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia An emergency occurs… EVENT Crisis Management Team Activate COOP??? Business Continuity Teams Activated Functional Recovery Teams Activated Yes EMERGENCY RESPONSE Resume Normal Operations No

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia 3 Phases of COOP “Activation” Activation & Relocation Alternate Facility Operations Reconstitution

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia COOP Business Continuity Teams Immediate Response Team Crisis Management Team Administration Team Damage Assessment & Reconstruction Team Information Systems Team Voice & Data Team Core Business Teams Institutional Support Team Functional (work unit) Teams

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia COOP Communications Crisis Management Team (CMT) Damage Assessment & Reconstruction Team (DART) Information Systems Team (IST) Administration Team (ADMT) Voice & Data Team (VADT) Institutional Support Teams (INST) Core Business Teams (CBT) Function Recovery Teams (FRT) Immediate Response Team (IRT)

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia DPOR’s COOP Planning Model Phase I Project Initiation Phase II Information Gathering Phase III Strategy Options Analysis Phase IV Design & Documentation Phase V Exercising Phase VI Maintaining Pink  Completed Blue  Scheduled Annually Green  On-going

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Speaker Contact Information Dawn Z. Waters Virginia Department of Professional & Occupational Regulation 3600 West Broad St., Richmond, VA Phone: , Fax: