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29 · Do you need a secure phone or fax machine? COOP activation teams, the transportation agency can go · Do you have a requirement for secure storage containers? back to the results identified in Worksheet 16, Management, · What type of computers and software do you need? Technical, and Supporting Personnel. · Do you need security personnel to provide perimeter In this worksheet, completed for each essential function, access and internal security functions? the COOP team identified the key senior and technical man- agement positions and the support personnel (by position and number required) necessary to perform each essential func- RELOCATION PLANNING tion. This information supports the creation of the COOP acti- vation teams necessary to activate and sustain the COOP plan. Identifying alternate work sites is of little use if there is no In the transportation environment, COOP teams can be plan for relocating personnel and resources suddenly because identified as the following: of an emergency. Relocation planning focuses on several issues: · The Executive Team can handle decision-making and direct activation or partial activation of the plan. Mem- · Communications among agency management, agency bers of this team should not be tasked with work on the personnel, emergency personnel, other agencies, agency advance team or even be expected to be involved with customers, and the general public; early operations team activities. Some senior leadership · Logistics; and personnel probably can assume some tasks such as media · Providing for the human needs of staff both at the pri- and inter-agency contacts, freeing advance, operations, mary, if operational, and alternate facilities. support, and contingency teams to ensure that essential functions are carried out. Senior leadership can also be If the agency has to move to an alternate facility, the needs expected to be influential in obtaining assistance and of staff operating at the facility are to be met. This includes removing unanticipated obstacles. provision for logistical support and lodging through arrange- · The Advance Team, immediately after activation or par- ment with vendors for transportation, hotels, catering, etc. In tial activation of the COOP plan, will perform activities addition to the physical needs of agency personnel, the com- necessary to ready the system for the performance of prehensive COOP plan also addresses their emotional needs. essential functions. This may include restoring tele- Disasters, regardless of their origin, influence and affect the communications and information technology systems motivation and morale of personnel, which can affect their capabilities; mobilizing resources; preparing deployment productivity. Furthermore, personnel will experience greater sites and/or alternate operating locations; and locating stress levels, even if the COOP plan is implemented flawlessly. and protecting vital records, data sets, and databases. A COOP plan may include provisions for counseling and · The Operations Team will lead the performance of plan for readjustments of work assignments for those who are essential functions, developing strategies and plans to incapacitated by the emotional effect of a disaster such as a ensure their continuation no later than 12 hours after the terrorist attack (e.g., death of a family member). These con- emergency. The operations team will coordinate with the cerns can be tailored to the type and duration of the disrup- advance team to synchronize operations and to success- tion. Use Worksheet 20 to address personnel requirements at fully bring up services and systems using alternate loca- the alternate facility. tions, back-up systems, mobilized resources, tempo- Not only does the alternate work site need to be identified rary work procedures, and pre-determined or impromptu and the care of staff arranged, but also security and access to deployment sites. both the primary and the alternate facilities during emer- · Support Teams will follow the direction of the opera- gency and non-emergency situations need to be arranged. tions team. Support teams are typically organized by The security procedures must be able to accommodate all functions and will focus their activities on the separate hazards and include provisions for identifying access restric- activities necessary to perform essential functions. The tions. Use Worksheet 21 to address these concerns for each activities may include vehicle operations, maintenance alternate work site. crews, inspection and damage assessment teams, traffic Finally, alternate facilities are selected for each primary control and direction, situation assessment and plan- facility and documented within the plan. Use Worksheet 22 ning, public outreach, and support crews to emergency to document those choices. responders. There may be one or more support teams specified. COOP ACTIVATION TEAMS · Contingency Teams initially may not be needed. These personnel will report to their homes or other locations to In the event of activation or partial activation of the COOP wait for direction from the operations team or support plan, designated COOP activation teams are to be established teams. These personnel understand that they may be to manage and perform essential functions. To develop assigned to perform a range of functions necessary to
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30 support the transportation agency, its users and cus- communicating with them upon activation of the COOP tomers, and emergency responders. As they are called plan. Table 7 describes this system. upon to support the agency's return to normal opera- Personnel assigned to contingency teams may think that tions, these personnel may be organized into one or they are being punished by the transportation agency or being more teams. told that their work is not important. It is advisable, from the beginning, to address this situation by explaining the limited Each transportation agency will develop a different classifi- nature of COOP operations. Functions must be brought on cation system for assigning personnel to these teams and for line in an organized and prioritized way. Individual functions TABLE 7 Sample COOP team designations Team Team Members Typical Responsibilities Executive Senior leadership not · Activate or partially activate COOP plan activities Team involved in specific · Coordinate inter-agency and media communications activities to set up, · Promote coordination among governmental/agency conduct or directly units support essential functions Advance Team Personnel who support · Initiate notification regarding COOP plan activation critical services, (internal pager/beeper systems; call trees; in-person systems or resources notification, etc.) necessary to perform · Notification of external agencies regarding COOP plan prioritized essential activation functions · Assignment to ready critical processes, systems, resources, and records necessary to support essential functions · Coordination with duly designated decision makers and the operations team coordinating the relocation of communications, information technology, and vital records, datasets and databases to the alternate facility or another location Operations Senior management · Ensure safety and security of system users, personnel, Team and technical personnel contractors, and others who have come into contact with from each the system organizational element · Initiate essential functions from alternate facility or other within the agency with location responsibility for · Manage emergency public information requirements essential functions · Coordinate emergency procurements and contracts · Coordinate necessary activities to manage emergency and administration functions · Coordinate inspections, damage assessments, and emergency repairs · Perform situation assessments and obtain status of the transportation system · Communicate and coordinate with advance teams and support teams · Assess performance of essential functions · Communicate status with local responders · Develop plans for additional functions and gradual restoration of operations Support Teams Designated personnel · Receive notification from advance team or operations (Teams 1 from each element team through X) within the agency with · Report to designated location (alternate facility, pre- responsibility for determined location or other site) carrying out specific · Support the operations team as directed -- typical activities necessary to support teams may be organized into vehicle operators, support essential maintenance crews, inspection and damage functions assessment teams, traffic control and direction, public outreach, and support crews to emergency responders · Provide other special needs as required. Contingency Agency personnel with · Report to default locations (home or other site) Teams (Teams no designated · Wait to be notified of assignment 1 through X) responsibilities to · Be prepared to perform a range of functions as directed support essential by the operations or support teams functions