disaster preparedness ii: planning for the future

Disaster Preparedness II: Planning for the Future

Dawn WatersVA Department of

Professional & Occupational Regulation

2006 Annual Conference

Alexandria, Virginia

Council on Licensure, Enforcement and Regulation

Expect the Unexpected: Are We Clearly Prepared?

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

Virginia’s Commitment to Preparedness

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

EMAP Accreditation in 2005

• Fifth state in the nation to receive full accreditationhttp://www.emaponline.org

• Currently nine accredited jurisdictions:– Arizona– Washington DC– Florida– North Dakota– Virginia– Pennsylvania– Jacksonville/Duval County FLA (city/county)– Illinois– Montana

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

VA Department of Emergency Management

• Coordinates emergency planning in the Commonwealth of Virginia

• Statewide Emergency Response Plans (7 volumes)

• Conducts periodic training for state and local emergency planners

• Provides VA citizenry, state agencies, and localities with:– Tool Kits– Training Manuals– Reference Materials

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

VDEM Web Site

About VDEMWhat do they do?

• Preparedness• Response• Recovery• Mitigation

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

Continuity of Operations Planning COOP

• Government-wide initiative– Federal, state and

local government

• Created to ensure the ability of government agencies to fulfill their essentialessential roles and functions in response to a wide range of threats

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

COOP Focus

• RResponse

• RRecovery

• RResumption

• RReconstruction

• RRelocation

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

DPOR’s COOP Planning Model

Phase I

Project Initiation

Phase II

Information Gathering

Phase III

Strategy Options AnalysisPhase IV

Design & Documentation

Phase V

Exercising

Phase VI

Maintaining

Pink Completed

Blue Scheduled

Annually

Green On-going

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

Information Gathering – Risk Analysis

• Building Features• Surrounding Area• Fire Protection• Security• Vital Records

– Electronic & Non-electronic• Human Resources• Department Work Areas• Computer & Technical Facilities• IT Due Diligence• Telecommunications• Power Backup• Parking• Transportation• Internet Security• eCommerce

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

Jurisdictional/Environmental Threats

• Identified for each state entity by Center for Geospatial Information Technology @ VA Tech

• Risk expressed as number between 0 and 1 (0=lowest & 1=highest)

• Example: DPOR’s Winter Storm Risk (in Richmond, VA) is .37

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

Identifying Essential Functions

1. Identify all functions then determine what must always be continued

2. Prioritize the essential functions3. Establish staffing & resource

requirements4. Identify needed date & systems5. Defer non-essential functions6. Integrate supporting activities

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

DPOR’S Functional Organization Chart

Director

Chief Deputy Director

Legislative Analysis

Deputy DirectorLicensing

& Regulation

InformationSystems Manager

Deputy DirectorCompliance

& Investigations

Deputy DirectorAdministration

& Finance

Communications Director

Community Outreach

Public Information

PublicRelations

ComplaintIntake & Analysis

Investigations

Adjudication

Fair Housing

AlternativeDispute

Resolution

Licensing

DisciplinaryCompliance& Recording

RecoveryFund

RegulationPromulgation

SystemsEngineering

Operations/End UserSupport

SystemsDevelopment

Department of Professional & Occupational RegulationFunctional Organization Chart

As of J uly 1, 2006

Board Administration

Administration

Budget & Performance

Analysis

Education & Examinations

Financial Management

Policy, Planning & Public Records

Human Resources

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

Impact Analysis

• Organizational Impact• Division Impact• Peak Times• Peak Load Considerations• Continuity Procedures• Legal Ramifications

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

DPOR’s Level 1 Functions

• Employee Benefits• Facilities Management (includes Security)• Systems Engineering (IS)• Operations & User Support (IS)• Internal Communication• Mail Processing• Media Relations• Payroll• Public Information• Purchasing/Procurement• Reception• Telecommunications

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

Level 2 Functions

• Accounts Payable• Accounts Receivable• Applications Receipt• Board Minutes (FOIA)• Certifications & Information Requests (FOIA)• Customer Assistance• FOIA & License Transcripts• Complaint Intake• Inventory Management• Legislative Analysis• Legislation (RPD)• Subpoena Log & Distribution• Systems Development

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

Level 3 Functions

• Exam Administration• Exam Application Processing• Exam Coordination• Exam Results Processing• Investigations• License Processing• Record Management• Recovery Fund

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

Level 4 Functions

• Adjudication• Administrative Proceedings• Alternative Dispute Resolution• Board Administration• Board Agenda Preparation• Budgeting• Cause Determination (Fair Housing)• Cost Allocation• Disciplinary Compliance & Recording• Property Registration

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

Level 5 Functions

• Applications Scanning• Education Coordination• Enforcement & Agenda Materials Scanning• Fair Housing Outreach & Training• Financial Compliance Reporting• Management & Financial Analysis• Planning & Project Management• Policy Development• Regulation Promulgation

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

Elements of a Viable COOP

1. Identification of essential functions2. Delegation of Authority3. Orders of Succession4. Interoperable Communications5. Alternate Facilities6. Vital Records & Databases7. Human Capital Considerations8. Tests, Training & Exercises

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

An emergency occurs…

EVENT

Crisis Management TeamActivate COOP???

Business Continuity

Teams Activated

Functional Recovery Teams

Activated

Yes

EMERGENCY RESPONSE

Resume Normal Operations

No

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

3 Phases of COOP “Activation”

• Activation & Relocation• Alternate Facility Operations• Reconstitution

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

COOP Business Continuity Teams

• Immediate Response Team• Crisis Management Team• Administration Team• Damage Assessment & Reconstruction Team• Information Systems Team• Voice & Data Team• Core Business Teams• Institutional Support Team• Functional (work unit) Teams

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

COOP Communications

Crisis Management Team (CMT)

Damage Assessment & Reconstruction Team

(DART)

Information Systems Team (IST)

Administration Team (ADMT)

Voice & Data Team (VADT)

Institutional Support Teams

(INST)

Core Business

Teams (CBT)

Function Recovery Teams (FRT)

Immediate Response Team (IRT)

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

DPOR’s COOP Planning Model

Phase I

Project Initiation

Phase II

Information Gathering

Phase III

Strategy Options AnalysisPhase IV

Design & Documentation

Phase V

Exercising

Phase VI

Maintaining

Pink Completed

Blue Scheduled

Annually

Green On-going

Presented at the 2006 CLEAR Annual ConferenceSeptember 14-16 Alexandria, Virginia

Speaker Contact Information

Dawn Z. WatersVirginia Department of Professional &

Occupational Regulation3600 West Broad St., Richmond, VA 23230Phone: 804-367-8583, Fax: 804-367-7024Dawn.Waters@dpor.virginia.govwww.dpor.virginia.gov