continuity of operations planning (coop) helen i. doerpinghaus vice provost for academic affairs and...
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Continuity of Operations Planning(COOP)
Helen I. Doerpinghaus
Vice Provost for Academic Affairs and Dean of Undergraduate Studies
Gene Luna, Ph.D. Associate Vice President for Student Affairs
Deborah Beck, RRT, MPA, Ed.D.Executive Director, Student Health Services
Lee Pearson, MS, DrPH Deputy Director, SC Public Health Institute
Dilip Patel, MD Associate Clinical Director, Student Health Services
Joshua Mann, MD, MPHAssociate Professor and Medical Director of Employee/Student Health, School of Medicine
What is H1N1?
New virus (has genes from pigs, birds, and human flu virus) Mexico outbreak April 2009 Worldwide Pandemic (June 11, 2009) Spreads like seasonal flu
– Person to person through coughing and sneezing by people with influenza
Symptoms include: fever >100 cough sore throat body aches headaches onset of dizziness runny nose stuffy nose vomiting and diarrhea
H1N1 Update
Week 31 (August 2-8, 2009) More than 186,000 cases world wide 7,511 hospitalizations and 477 deaths (in the US)
10 deaths in individuals 0-4 years 67 deaths in individuals 5-24 years 203 deaths in adults 25-49 years 135 deaths in adults 50-64 years 45 deaths in adults age 65 and older 17 deaths with unknown age
South Carolina is reporting local activity as of August 21, 2009 South Carolina has more than 550 reported cases, 12
hospitalizations and 0 reported deaths (averaging about 30 new cases weekly)
USC had 7 cases with the last 2 being 3 weeks ago
H1N1 Vaccine and Antiviral Update
Student Health Services has pre-registered for vaccine and will hold vaccination clinics throughout campus when it is available
H1N1 Vaccine is expected to be released in late October is expected to be released in waves with priority group administration is expected that the vaccine will be free to all is a 2 part vaccine (given 3 to 4 weeks apart)
Seasonal Vaccine is separate and expected to released in September Vaccine priority groups have been defined by CDC
http://www.cdc.gov/h1n1flu/vaccination/acip.htm Prophylaxis use of antivirals is not recommended except for high risk groups The antivirals can shorten the duration of illness and reduce the risk of
complications. They are most effective when started within 48 hours of illness onset
How has USC Prepared for the Pandemic?
Re-organized the Pandemic Influenza Coordinating Committee (PICC)
– Worked closely with local and state officials (DHEC) and used guidance from the CDC and WHO in every step of the planning process
TSHC began its surveillance, epidemiology and infection control measures
– We are a sentinel site for DHEC and CDC. All + flu cultures are sent for verification of flu type and reported to CDC daily
University-wide plan based on best practices was completed Created comprehensive website for students, faculty and staff
How has USC Prepared for the Pandemic?
University-wide education and prevention campaign is underway University signed MOA with DHEC as a distribution site for
antivirals and pre-registered as a vaccine administration site 10,000 flu kits were assembled and delivered to housing for
move-in day Flu clinic was established and opened on Monday August 16,
2009 on the 3rd floor of TSHC for students TSHC has implemented plans to extend hours as necessary Primary Care will extend hours of operation for faculty and staff as
needed
How Can You Prepare?
Sneeze or cough into your sleeve Wash your hands often with soap and water, especially
after you cough or sneeze Use hand sanitizers Avoid touching your eyes, nose or mouth Keep your immune system healthy Stay at home if you are experiencing flu-like symptoms
and remain home at least 24 hours after you no longer have a fever without the use of medication
What Can USC Expect?
USC should expect the worst and hope for the best USC should expect at least 30% of the workforce and student body
to become ill with the flu (~10,000 individuals). Most will recover without need for hospitalization or medical care
During normal flu season Student Health Services diagnose approx. 30+ students daily with the flu (~ 4-6 weeks). H1N1 will significantly increase the number of flu cases and will likely begin in September
The campus community will need to prepare for an unprecedented number of ill students, faculty and staff requiring monitoring and hydration
USC will need to consider liberal personnel and student absenteeism policies to encourage students, faculty and staff to remain home or in the residence hall when experiencing flu-like symptoms
TSHC will not provide physician notes for students
What Can USC Expect?
The Student Health Center and Primary Care Partners are likely to have extended hours of operation including weekend hours
An “infirmary” may be necessary to provide care for the large number of flu cases
Alternate housing and meals plans may be necessary Every department and division’s personnel, policies,
procedures and resources will be challenged Careful surveillance and flu tracking are important tasks
for all departments and divisions
What is a COOP(Continuity of Operations Plan)?
Identifies and explains how essential functions of the department will be sustained during a pandemic
Identifies the essential personnel and the succession of leadership responsible for the department’s functions
Outlines procedures that explain how the department will recover after the pandemic
The plan must consider that pandemics may come in waves, lasting weeks or months
Supplements the University’s overall pandemic plan– http://www.sa.sc.edu/shs/docs/
USC_Pandemic_Influenza_Plan_August_14_2009_2_.pdf
COOP Objectives
Ensure the continuous performance of a department’s essential functions/operations during a pandemic
Protect essential facilities, equipment, records, and other assets
Reduce or mitigate disruptions to operations Reduce effects of H1N1 Achieve a timely and orderly recovery from a pandemic
and resumption of full service to the campus community
COOP Benefits
Enhances the University’s ability to reduce the spread of disease and protects the health and well-being of the campus community
Preparation dramatically increases the University’s ability to recover
Resources are identified early: increasing the likelihood that the University can tap into community resources
It is good business practice
Planning Considerations
Influenza pandemics will not directly affect the physical infrastructure of the University…but will significantly affect the workforce
Plan should include considerations for protecting the health and safety of students, faculty and staff
Plan should be maintained at a high level of readiness The plan must be operational and be able sustain operations (for
up to 4-6 weeks) The plan should take maximum advantage of existing campus
resources
Elements of the COOP
Indicates nature of operations Identifies essential personnel and
delegation of authority (orders of succession)
Identifies communication system Indicates plans to monitor faculty
and staff illnesses related to flu Identifies actions taken to
prevent the spread of flu Describes mitigation strategies
that will minimize the impact of the pandemic
Identifies critical functions, processes and staffing
Describes how access to information will be handled
Identifies internal and external key stakeholders that are essential to operations
Indicates planning for personnel training
Defines how operations will resume after the pandemic has passed
Nature of Operations
Identifies the principle nature of the department’s operations (may include multiple operations) e.g.:– Instruction– Research– Administration– Student Support – Facilities Support
An academic department’s COOP will look very different from others due to teaching and classroom activities
Orders of Succession and Essential Personnel
Establish succession of leadership by positions or titles (individuals who can make operational decisions if the department head is absent…should include at least 3 successors) be sure to think about conditions under which succession will take place, method of notification and training to prepare successors
Identify who is responsible for the COOP (may be the same as the succession of leadership). This person should also keep an inventory of all supplies and resources that are purchased for the purpose of pandemic response and planning
Identify essential personnel whose absence would jeopardize services (very important for establishing priority groups and resources, should include accurate titles and number of individuals e.g. housekeeping-25)
Emergency Communication System
Identify how the department will communicate with staff in an emergency– How will you communicate with essential personnel
vs. non-essential personnel (is this different?)– How will you communicate with other departments
and key stakeholders– How will faculty and students communicate on
classes, assignments and exams Identify how the department will monitor the
news and campus alerts
Plans to Monitor Faculty and Staff Illnesses
Describe how the department will monitor faculty and staff who are ill with flu-like symptoms or out due to a family member who has the flu (e.g. iTAMS)
List individuals who will track and record absences (e.g. human resources representative)
This information is critical to the University when requesting supplies, medications, vaccines and other resources based on the number of faculty and staff impacted by the flu
Prevention Strategies
Identify supplies that the department may need to reduce the spread of disease (hand sanitizers, soap dispensers, disinfectants etc.)
Explain actions that the department has implemented to reduce the spread of disease
Mitigation Strategies
Identify the appropriate mitigation strategy the department should implement. Refer to handout of USC’s mitigation strategies
Departmental human resources policies should encourage (require) employees (students) to stay home if he/she is sick with the flu
Encourage social distancing as appropriate Identify work that can be performed remotely Instructors should encourage students to stay at home if they are
ill Encourage faculty to implement ways to work with students who
are absent from class (listserv, email, web-based). Consider adding these to course syllabus
Critical Functions, Processes and Staffing
Determine which staff, materials, procedures and equipment are absolutely necessary to keep the department operating
Prioritize the department's functions that are essential to operational continuity and recovery– during periods of reduced workforce and cancellation of classes– during periods of reduced workforce and the University closes for
non-essential services Identify who is responsible and what resources are necessary to sustain
those functions Examine ways to cross-train staff to fill in gaps due to employee absences Anticipate reductions in campus and community wide resources (including
personnel) Identify alternate facilities if necessary
Emergency Access to Information and Systems
Identify data and systems that are essential for the department to operate (personnel files, financial information etc.)
Plans should account for identification and protection of vital records, systems and data management software and equipment necessary to perform essential functions and activities
Consider security of data, is it backed up and stored and is it easily accessible (who has the keys, passwords etc)
– Determine how the department will access this information or systems and identify additional resources that may be required to access the data (remote desktop, blackboard, flash drives, hard copies, laptops, flash drives, cell phones etc.)
Internal and External Key Stakeholders
All departments rely on IT, payroll, purchasing, finance, law enforcement, environmental health and safety, facilities, etc. and are considered in the University’s overall plan, however
Identify and communicate with vendors, personnel, departments, agencies and/or services that are critical to the department's functions
Identify alternate suppliers, vendors, and departments
Training of Faculty/Staff
Engage faculty, staff and students in the development of the department's COOP– Identify methods and schedule training of students, faculty and staff– Identify resources for students, faculty and staff to stay informed and
learn more about the University’s and community’s response to the pandemic
– Conduct exercises to test the department’s plan (especially the communications) and update and review at least yearly
Recovery: Critical Issues to Consider
Describe how the department will resume operations– Consider what services will resume first – Identify resources and staffing to resume activities
Consider challenges such as work backlogs, low inventories, absenteeism, emotional needs, etc.
Plan an after-pandemic review of COOP
Special Considerations
Describe unique considerations that the department may face during the pandemic and identify ways to reduce the impact of these (e.g.: withdrawal and refund polices, use of reserve funds when needed, absence policies, online instructions, etc.
Questions and Answers
Contact Information
Gene Luna, PhD
803-777-6911
[email protected] Deborah Beck, RRT, MPA, Ed.D
803-777-3957
For More Information…
http://www.sc.edu/ and click on Stay informed about the H1N1 flu
http://www.cdc.gov/h1n1flu/update.htm http://www.cdc.gov/h1n1flu/guidance/guidelines_colleges.ht
m http://www.pandemicflu.gov/plan/school/higheredguidance.h
tml http://www.acha.org/info_resources/06_Pandemic_Guidelin
es.pdf http://www.uwm.edu/Dept/EHSRM/EMERGENCY/HigherEd
_PandemicFlu_20060310.pdf http://www.scdhec.gov/flu/swine-flu.htm http://www.who.int/en/
Additional Departmental Resources
http://www.pandemicflu.gov/plan/workplaceplanning/lawenforcement.html
http://www.pandemicflu.gov/plan/workplaceplanning/businesschecklist.html
http://www.pandemicflu.gov/plan/workplaceplanning/travelchecklist.html
http://www.pandemicflu.gov/plan/healthcare/hospitalchecklist.html http://www.pandemicflu.gov/plan/healthcare/longtermcarechecklist
.html http://www.pandemicflu.gov/plan/school/higheredguidance.pdf http://www.pandemicflu.gov/plan/individual/index.html http://www.pandemicflu.gov/plan/community/index.html