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OCR for page 35
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.