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35 CHAPTER 7 DEVELOPMENT OF SUPPORTING PROCEDURES (TASK 5) COOP PROCEDURES Executive COOP Team SOP, Advance COOP Team SOP, To implement the COOP plan, it is desirable that the trans- Operations COOP Team SOP, portation agency consider developing specific procedures to Support COOP Team SOP, direct activities. The transportation environment, like so many Contingency COOP Team SOP, other businesses, is largely procedure-driven. Training and Alternate facility vulnerability assessment details, evaluation exercises (discussed in the next chapter) are sup- COOP team rostering and update procedures, ported and driven by the development of procedures. During Mobile Communications Support SOP, an actual emergency, with the inherent stresses and strains on Human resources/payroll system procedures, and personnel, the ability to retrieve and review pre-established Media relations policies and procedures. protocol can ensure that critical items are not overlooked and that disproportionate attention is not paid to trifling details. Checklists and specific step-by-step processes should be Formalizing temporary work procedures can be very use- created and tailored to the specific actions the agency already ful. They establish applicable processes for coordinating activ- has discussed. ities with appropriate internal units and external agencies The following procedures and documents can be devel- with the requisite resources available under emergency con- oped by the transportation agency to support COOP plan ditions. In many instances, the procedures may already exist implementation: as part of maintenance and emergency response plans and programs. Capabilities survey methodology for alternate facilities, In summary, the COOP plan specifies what essential Damage assessment forms and methodology, functions will be done according to prioritization and the COOP alert and notification checklist and procedures supporting procedures documents specify who and how the for essential functions, actions will be accomplished. The goal of the procedures COOP activation checklists and procedures, should always be to provide clarity for those who expect Alternate site-support checklists and procedures, to be involved, and even more clarity for those who do Resource Acquisition and Purchasing Standard Operat- not expect to be involved, but must be due to unforeseen ing Procedure (SOP), circumstances. Facility Evacuation Plan, Alternate Facility Evacuation/Security Plan, Assembly Site(s) and Deployment SOP, COOP PERSONNEL PREPAREDNESS Plans to prepare families of personnel for activation, AND DRIVE-AWAY KITS Protection and safeguarding procedures for vital records and databases, The last step in COOP planning is to develop a list of Contingency procedures for availability of vital records activities performed by the transportation agency to ensure and databases, the preparedness of personnel to activate the COOP plan and Order of Succession Implementation in Emergency Con- perform essential functions. In preparing this list, transporta- ditions SOP, tion agencies are advised to consider Communication to Critical Customers SOP, Annual Review Procedure and Remedial Action Plan Template, Designation of personnel for essential executive, Checklist of pre-positioned resources and drive-away advance, operations, support, and contingency teams; kit standards, Dismissal or closure procedures;

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36 Prepared media announcements on transportation agency Referencing supporting procedures or lists that iden- operating status; tify employee roles and responsibilities during COOP Status of non-emergency personnel and non-special cat- emergencies; egories of personnel; Pay flexibilities; Sample agency guidelines for communicating with per- Staffing flexibilities; and sonnel during the emergency; Benefit issues. Methods of agency-to-employee communications regard- ing activation; The content and location of drive-away kits, which con- Because most, if not all, of these personnel preparedness issues tain items needed to minimally satisfy personal and pro- will be addressed in other agency documents, use Work- fessional needs during deployment; sheet 32 to document where they can be found.