Key Definitions

  • Delegation of Authority: Certain tasks that are assigned in anticipation of a COOP event from one employee to another.
  • Devolution: The process of continuing essential functions only (worst-case scenario planning).
  • Key Personnel: Personnel that perform essential functions and/or critical processes.
  • Orders of Succession: Planning to fill a vacant position with an employee who can perform the psotion's tasks.
  • Reconstitution: Returning to normal operations.
  • Recovery Time: How soon functions, equipment, personnel, etc. can be up and running.
  • Vital Records: Records essential to the protection of the legal and financial rights of an agency and of individuals directly affected by the agency's activities.

FEMA COOP/COG Plan
Template

Writing a COOP Plan:

There are 3 main parts to a COOP Plan. It is recommended that each part contains the following information:

Introduction

Introduction

The introduction of your COOP should include at least the following:

  1. Cover page
  2. Table of contents
  3. Letter from the Director
  4. Executive summary- Synopsis of plan explaining what the plan seeks to accomplish

Body

Body

The body of your COOP plan should include at least the following:

  1. Activation and notification procedures
  2. Essential function summary chart. Create a table with 3 columns highlighting: Function, Priority, and Recovery Time (see below for an example)

  3. Function
    Priority
    Recovery Time
    Communications
    1
    1 Hour
  4. List of key personnel with full contact information (i.e. name, position, contact information, emergency contact information)
  5. List of non-key personnel with full contact information (i.e. name, position, contact information, emergency contact information)
  6. List of essential functions with the following information concerning each function:
    1. Critical processes and services
    2. Key personnel
    3. Vital records
    4. Vital equipment
    5. Communications
    6. Primary and ultimate site location with relocation procedures

Appendices

Appendices

The appendices of your COOP plan should include at least the following:

  1. Occupant Emergency Procedures
  2. Stakeholder List
  3. Mutual Aid Agreements
  4. Devolution Plan
  5. Public Information Officer Information
  6. Inventory of Emergency Communications Equipment
  7. Delegations of Authority and Orders of Succession
  8. Family Support Team
  9. Reconstitution Team
  10. Counseling Services
  11. Training Exercise and Evaluation Schedule
  12. COOP Plan Maintenance Schedule
  13. Map Directions for Site(s)
  14. Glossary of Terms
  15. Acronyms
  16. Record of Updates

Other things to consider including in a COOP plan are:

  • Alternate power sources
  • Alternate work sites
  • Telecommuting policies
  • Staff sleeping facilities
  • Staff feeding plans