Continuity of Operations Plan (COOP)

Objectives

You will be able to:• Describe COOP• Identify Essential Functions• Describe Order of Succession• Recognize Vital Records and ways to

Safeguard Records• Explain Alternate Sites• Describe Interoperable Communications

What is COOP?

The effort to assure that the capability exists to continue essential functions

across a wide range of potential emergencies. Essentially, the process

of maintaining the operation of business.

Purpose of COOP

1. To ensure the continued operations of a facility and their essential functions.

2. To ensure the rapid response to any emergency situation requiring COOP plan implementation.

What is an Essential Function?

Essential functions are those functions that MUST be performed to achieve an

facility’s mission.

What is an Essential Function?

Organizations must:• Determine what must be continued in

all circumstances.• Consider those functions that cannot be

interrupted.

Essential Functions• Shelter• Food• Medical Care• Transportation

Delegating of AuthorityWho will act on behalf of the facilities'

head and key positions?– Establish rules and procedures– Have authority in place– Train employees

Order of Succession

Provisions to perform essential functions in the event those facility heads are unable to perform their essential duties.

Order of Succession• Orders of succession are implemented

when leadership is unable to perform essential functions.

• Organizations must develop and maintain orders of succession to key positions.

Order of Succession1. Establish an order of succession to

the position of facility head.2. Establish orders of succession for all

other key positions.3. Identify limits on delegations of

authority.

Vital Records• Patient Records

– Brief Medical Face Sheet• Staff Records

– Address, phone numbers• Payroll

Vital Records• Records or documents that would cause:

1.Disruption of operations and information flow;2. Inconvenience; and 3.Replacement or recreation at a considerable

expense.• Two types:

1.Emergency Operating Records2.Legal and Financial Records

Safeguarding Vital Records• Make sure you have electronic and

hardcopies of your records.– Thumb drive– CDs– Paper copies– Internal and External email

Safeguarding Vital Records• Maintenance• Accessing Information

Safeguarding Vital Records• Identify the risks involved if vital

records are retained at their current locations.– Expensive to recreate

• Offsite storage.

Alternative Sites• Three types of Alternate sites:

– Hot Site: already has in place the necessary equipment, staff, food, and other supplies to conduct normal operations (this might be a sister-facility)-click the switch and go!

– Warm Site: equipped with essential equipment, staff, food, and other supplies to conduct essential operations (other assisted living or nursing homes).

– Cold Site: able to bring equipment, staff, food, and other supplies to conduct essential operations (lodging facilities).

Interoperable Communications

Communications that provide the capability to perform essential

functions, until normal operations can be resumed.

Interoperable Communications• Cell Phones• Land Lines• Radios• Laptops

MOAs, MOUs, and Contracts• Memorandum of understanding (MOU)

– Form of legal document– Not fully binding

• Memorandum of Agreement (MOA) – Similar to MOU– Spells out terms and conditions

• Contract– A promise– Exchange of value

Training or More Information• FEMA

– http://www.fema.gov/government/coop/index.shtm#2

• MEMA– http://www.mema.state.md.us/MEMA/cont

ent_page.jsp?TOPICID=eandt#

Questions?