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Disaster Preparedness II: Planning for the Future

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Expect the Unexpected: Are We Clearly Prepared? Disaster Preparedness II: Planning for the Future Dawn Waters VA Department of Professional & Occupational Regulation – PowerPoint PPT presentation

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Title: Disaster Preparedness II: Planning for the Future


1
Disaster Preparedness II Planning for the Future
Expect the Unexpected Are We Clearly Prepared?
  • Dawn Waters
  • VA Department of Professional Occupational
    Regulation

Council on Licensure, Enforcement and Regulation
2006 Annual Conference
Alexandria, Virginia
2
Virginias Commitment to Preparedness
3
EMAP Accreditation in 2005
  • Fifth state in the nation to receive full
    accreditation
  • http//www.emaponline.org
  • Currently nine accredited jurisdictions
  • Arizona
  • Washington DC
  • Florida
  • North Dakota
  • Virginia
  • Pennsylvania
  • Jacksonville/Duval County FLA (city/county)
  • Illinois
  • Montana

4
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

5
VDEM Web Site
  • About VDEM
  • What do they do?
  • Preparedness
  • Response
  • Recovery
  • Mitigation

6
Continuity of Operations Planning COOP
  • Government-wide initiative
  • Federal, state and local government
  • Created to ensure the ability of government
    agencies to fulfill their essential roles and
    functions in response to a wide range of threats

7
COOP Focus
  • Response
  • Recovery
  • Resumption
  • Reconstruction
  • Relocation

8
DPORs COOP Planning Model
Pink ? Completed Blue ? Scheduled Annually Green
? On-going
9
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

10
Jurisdictional/Environmental Threats
  • Identified for each state entity by Center for
    Geospatial Information Technology _at_ VA Tech
  • Risk expressed as number between 0 and 1
    (0lowest 1highest)
  • Example DPORs Winter Storm Risk (in Richmond,
    VA) is .37

11
Identifying Essential Functions
  1. Identify all functions then determine what must
    always be continued
  2. Prioritize the essential functions
  3. Establish staffing resource requirements
  4. Identify needed date systems
  5. Defer non-essential functions
  6. Integrate supporting activities

12
DPORS Functional Organization Chart
13
Impact Analysis
  • Organizational Impact
  • Division Impact
  • Peak Times
  • Peak Load Considerations
  • Continuity Procedures
  • Legal Ramifications

14
DPORs 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

15
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

16
Level 3 Functions
  • Exam Administration
  • Exam Application Processing
  • Exam Coordination
  • Exam Results Processing
  • Investigations
  • License Processing
  • Record Management
  • Recovery Fund

17
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

18
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

19
Elements of a Viable COOP
  1. Identification of essential functions
  2. Delegation of Authority
  3. Orders of Succession
  4. Interoperable Communications
  5. Alternate Facilities
  6. Vital Records Databases
  7. Human Capital Considerations
  8. Tests, Training Exercises

20
An emergency occurs
EVENT
EMERGENCY RESPONSE
Crisis Management Team Activate COOP???
Business Continuity Teams Activated
Yes
Functional Recovery Teams Activated
No
Resume Normal Operations
21
3 Phases of COOP Activation
  • Activation Relocation
  • Alternate Facility Operations
  • Reconstitution

22
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

23
COOP Communications
Immediate Response Team (IRT)
Crisis Management Team (CMT)
Damage Assessment Reconstruction Team (DART)
Administration Team (ADMT)
Information Systems Team (IST)
Voice Data Team (VADT)
Core Business Teams (CBT)
Institutional Support Teams (INST)
Function Recovery Teams (FRT)
24
DPORs COOP Planning Model
Pink ? Completed Blue ? Scheduled Annually Green
? On-going
25
Speaker Contact Information
  • Dawn Z. Waters
  • Virginia Department of Professional
    Occupational Regulation
  • 3600 West Broad St., Richmond, VA 23230
  • Phone 804-367-8583, Fax 804-367-7024
  • Dawn.Waters_at_dpor.virginia.gov
  • www.dpor.virginia.gov
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