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· 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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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
