Continuity of Operations Planning for [Community Based Child Serving Organizations] (COOP) Name of Presenters: [ ] Date: [ ]
Intr ntroduc oductions ons Pur urpos pose:To provide awareness of Continuity of Operations (COOP) Planning so that you can develop or update your organization’s plan Please share the following: 1. Name 2. Organization 3. Job Title/Role 4. An event (short or long-term) that disrupted your organization’s operations (critical, non-critical) – What were the impacts to your organization? 2
Resilie ilient C Child ildren/R /Resilie ilient Com Communi unities Res esear earch & & Evide Ev denc nce Nat ational al Commu mmunity ty Policy licy Resilie silience ce Lead eader ership Coalit litio ions Strong Mode odel of of integration: child ild-foc focus used d Institutionally com ommuni unity ty Emergency resilienc nce tha that t Focused Management linked is s sus usta taina nabl ble with childcare and r nd repl plicabl ble community 3
Child ild-Focu cused ed C Commu mmunity R y Resi esilien ence ce Safe Children Parents Work Economy Resumes Recovery Begins 4
Vul ulne nerabl ble P Popul opulati tion N on Needs ds Post-disaster needs of vulnerable populations Cap Capac acity y dec ecreas eases es & & Needs Incre ds Increase se Routine needs of vulnerable populations Routine capacity of HSO’s Post-disaster capacity of HSO’s Disaster CM capacity Disaster 18 12 months months 5
Age genda nda Age genda nda Topic opic Dur uration ion Module 1: What is COOP? 25 minutes Module 2: How do I develop a COOP Plan? 45 minutes Break 10 minutes Module 3: What do I do after I have a COOP Plan? 20 minutes Next Steps and Conclusion 10 minutes 6
Module le 1: 1: What is COOP? 7
COOP OOP De Defi finition “The effort to ensure continued essential organizational functions across a wide range of potential emergencies, including localized acts of nature, accidents, and technological or attack-related emergencies” 8
Wh Why D Develop op a CO COOP P Pl Plan? n? IT S Syst stems ms Sta taffi fing ng Asse ssets Vita tal R Recor ords ds Ben enef efit: Understand your organization’s essential and non- essential services, functions, and dependencies Goal: Goa l: Ensure that critical services, organizational functions, and programs remain operational or are restored as soon as necessary during and following adverse events Your rec r recovery very is cri ritical al to t the rec e recovery very of t the c e community! y! 9
Ca Cate tegor gories of CO of COOP F P Func uncti tions ons Lear earni ning/ ng/Car are S e Ser ervi vices es Sta taff A f Admin inis istr tratio tion Trans anspor portat ation on Organi anizat ation S on Suppor upport Com ommuni unicat ations ons 10
Essenti Es ntial a and nd Non on-Essential ial Func unctions ons Fast Food R ood Restaur urant nt Ex Example mple Crit itic ical F l Func unctions ions Non Non-Crit itic ical F l Func unctions ions Food preparation and distribution Children’s playground area Staff training and professional Financial transactions growth Guest services (e.g., birthday Sanitation (i.e., regulatory) parties) Vendor support (e.g., food container supplier) Depe pende ndenc ncie ies Utility providers (electricity) 11
Lead eader ership/Orders o s of Successi ccession • Who are your organization’s leaders? • What types of decisions are they responsible for? • If one of them was incapacitated for whatever reason, to whom does those decisions and responsibilities transfer? 12
Prior oriti tizati tion of on of Es Essenti ntial F Func unctions ons Rec ecover very y Time T e Objec ective: ve: Duration of time to restore a essential function to avoid unacceptable consequences Pri riori rity 1 1 • Functions that address immediate life/safety threats • Regulatory or required functions • Revenue impact; loss would lead to future business loss (e.g., a more prepared competitor) Prio iorit itie ies 2 s 2+ a + are ba based d on t on the he a amount ount of of t time the hey coul ould d be be sus uspe pend nded w without hout serious ously jeopa opardi dizing publ g public he health h or r saf afet ety • Priority 2 functions = 24 hours • Priority 3 functions = 72 hours • Priority 4 functions = > 72 hours 13
Ex Exampl mple of of Prior oriti tizati tion on Fast Food R ood Restaur urant nt Ex Example mple Prior iorit ity 1 ( (hour hours) Pri riori rity 2 y 2 (1 d 1 day) ay) Pri riori rity y 3 ( 3 (>3 d 3 days ays) Vendor support (e.g., Food preparation and Children’s playground food container distribution area supplier) Staff training and Financial transactions professional growth Sanitation (i.e., Guest services (e.g., regulatory) birthday parties) 14
How ow doe does CO COOP P di differ fr from om Eme Emerge genc ncy Respons onse Pl Plans ns? Em Emerge genc ncy R Respons ponse Pl Plan: n: “Conne onnected d to Ea o Each h Coordinated response across all units Other” er” within an organization to an incident with a main focus initially on public Emerg ergen ency y safety and asset protection Respons ponse Plan Pla COOP Pl P Plan: n: Focus on restoring essential functions as soon as possible IT IT COOP OOP Disas aster er Plan Pla Rec ecovery very IT D Disas aster er Rec ecover very y Pla lan: : Focus on restoring critical IT applications, databases, software, and data servers 15
Gro Group Ac Activity ty • What is your organization’s mission? Activity 1 • List your organization’s essential functions Hint: Review the list of impacts mentioned during introductions • Develop RTOs for each function 16
Module le 2: 2: How do I develop a COOP Plan? 17
CO COOP P Pl Planni nning Ste ng Steps ps • STEP TEP 1: : Convene a Steering Committee • STEP 2 TEP 2: Determine Essential and Non-Essential Functions • STEP 3 TEP 3: : Develop Mitigation and Recovery Strategies • STEP TEP 4: : Identify Threats for Prioritization of Strategies • STEP TEP 5: : Finalize and Approve Plan 18
STEP 1 TEP 1: Con Convene ne a a St Steering ng Commi Committe tee Who does this plan affect? Who has resources and specific expertise within the organization? • Include all relevant departments and leaders Ex. Director, Program Manager, HR Supervisor, Food Service • Assign roles to all members of the committee Ex. Project Manager, Subject Matter Expert, Approver, Writer • Designate a senior leader as a sponsor/champion to push COOP Plan progress and initiatives; important to have leadership buy-in 19
STEP 1 TEP 1: Con Convene ne a a St Steering ng Commi Committe tee • Set et a m a meet eeting ng schedul hedule • Document discussion points and action items • Ident dentify m y miles estones ones • First Draft • Review/Comment Period • Second Draft • Review/Comment Period • Final Draft to Final Approvers • Finalization/Publication 20
CO COOP P Pl Planni nning Ste ng Steps ps • STEP TEP 1: : Convene a Steering Committee • STEP 2 TEP 2: Determine Essential and Non-Essential Functions • STEP 3 TEP 3: : Develop Mitigation and Recovery Strategies • STEP TEP 4: : Identify Threats for Prioritization of Strategies • STEP TEP 5: : Finalize and Approve Plan 21
STEP TEP 2: 2: Det eter ermine E e Essen ssential al Func unctions ons Learning/C rning/Care Ser ervi vices es • Each department/unit id identif ifie ies a s all ll of St Staf aff the he f func unctions ons its provides internally Adminis Administra ration on and externally Tra ranspor nsportatio ion • Once all functions identified, dete termi mine th the i imp mpact o t of f th the l loss o of f Org rganiz nizatio ion n each f h func unction on to the following: Suppor upport Customer Staffing Financial Developmental Communi ommunica cation ons or community Regulatory impact Operational Reputational 22
STEP TEP 2: 2: Det eter ermine E e Essen ssential al Func unctions ons • Estab ablish Rec ecover very y T Time e Objec ective ves – At what point does the loss of this function have a negative impact on my revenue? Causes me to be non-compliant with a certain regulation? Or, affects the community, development of a child, or other vulnerable populations? Must be assigned in a time increment Fast Food R ood Restaur urant nt Ex Exampl ple Food P ood Prep/ p/Distr tro Supplier lier/M /Mat ater erials ials (RTO: 2 hour (R hours) (RTO: 24 hour (R hours) Sani nita tati tion on (R (RTO: 4 hour hours) 23
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