1. 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?

2. Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia Virginia’s Commitment to Preparedness

3. Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia EMAP Accreditation in 2005 Fifth state in the nation to receive full accreditation http://www.emaponline.org Currently nine accredited jurisdictions: –Arizona –Washington DC –Florida –North Dakota –Virginia –Pennsylvania –Jacksonville/Duval County FLA (city/county) –Illinois –Montana

4. Presented at the 2006 CLEAR Annual Conference September 14-16 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

5. Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia VDEM Web Site About VDEM What do they do? Preparedness Response Recovery Mitigation

6. Presented at the 2006 CLEAR Annual Conference September 14-16 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

7. Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia COOP Focus RR esponse RR ecovery RR esumption RR econstruction RR elocation

8. Presented at the 2006 CLEAR Annual Conference September 14-16 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

9. Presented at the 2006 CLEAR Annual Conference September 14-16 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

10. Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia Jurisdictional/Environmental Threats Identified for each state entity by Center for Geospatial Information Technology @ 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

11. Presented at the 2006 CLEAR Annual Conference September 14-16 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

12. Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia DPOR’S Functional Organization Chart

13. Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia Impact Analysis Organizational Impact Division Impact Peak Times Peak Load Considerations Continuity Procedures Legal Ramifications

14. Presented at the 2006 CLEAR Annual Conference September 14-16 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

15. Presented at the 2006 CLEAR Annual Conference September 14-16 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

16. Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia Level 3 Functions Exam Administration Exam Application Processing Exam Coordination Exam Results Processing Investigations License Processing Record Management Recovery Fund

17. Presented at the 2006 CLEAR Annual Conference September 14-16 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

18. Presented at the 2006 CLEAR Annual Conference September 14-16 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

19. Presented at the 2006 CLEAR Annual Conference September 14-16 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

20. Presented at the 2006 CLEAR Annual Conference September 14-16 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

21. Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia 3 Phases of COOP “Activation” Activation & Relocation Alternate Facility Operations Reconstitution

22. Presented at the 2006 CLEAR Annual Conference September 14-16 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

23. Presented at the 2006 CLEAR Annual Conference September 14-16 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)

24. Presented at the 2006 CLEAR Annual Conference September 14-16 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

25. Presented at the 2006 CLEAR Annual Conference September 14-16 Alexandria, Virginia Speaker Contact Information Dawn Z. Waters Virginia Department of Professional & Occupational Regulation 3600 West Broad St., Richmond, VA 23230 Phone: 804-367-8583, Fax: 804-367-7024 Dawn.Waters@dpor.virginia.gov www.dpor.virginia.gov