Ohio COOP Plan Template Instructions

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					Continuity of Operations (COOP)
Plan Template Instructions
Ohio Emergency Management Agency
2855 W Dublin-Granville Rd
Columbus, OH 43235
COOP (Continuity of Operations Plan) Template Instructions


                              GUIDE INSTRUCTIONS
This guide provides instructions for developing a Continuity of Operations (COOP) Plan
according to Department of Homeland Security (DHS) Headquarters Interim Continuity of
Operations (COOP) Guidance Document, dated April 2004. Additionally, Federal
Preparedness Circular 65 (FPC-65) provides information used by the federal government in
their COOP initiatives and may be helpful to you in preparing your COOP. It is available from
FEMA’s Office of National Security Coordination. Although general guidance and sample
information is provided in this guide for reference, organizations are encouraged to tailor COOP
Plan development to meet their own needs and requirements. These instructions accompany an
electronic template that may be obtained from the Ohio Emergency Management Agency
(OEMA) Plans Branch at http://www.ema.ohio.gov/plans


There are two online classes on COOP available on the FEMA training webpage which
may be helpful:
   1. IS-546 Continuity of Operations Awareness Class
      http://www.training.fema.gov/emiweb/IS/is546.asp
   2. IS-547 Introduction to Continuity of Operations
      http://www.training.fema.gov/emiweb/IS/is547.asp


Additional Resources:
   1. Federal Preparedness Circular 65 (FPC-65)
      http://www.fema.gov/onschttp://www.fema.gov/onsc
   2. Interim Guidance on Continuity of Operations Planning for State and Local
      Governments is available on the Lessons Learned Information System
      https://www.llis.dhs.gov/member/secure/detail.cfm?content_id=10437
Questions concerning this guide can be directed to:


Ohio Emergency Management Agency
Plans Branch
ATTN: COOP Planner
2855 W Dublin-Granville Rd
Columbus, OH 43235
(614) 889-7180




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COOP (Continuity of Operations Plan) Template Instructions




                    Continuity of Operations Program (COOP)
                            An Essential Program for Essential Functions


Emergencies and disasters can affect any number of people and organizations. An emergency
may be localized with the effects limited to only a few people or businesses. It may be
widespread involving thousands of square miles and thousands of people. Over the years we, in
public sector emergency management, have encouraged the public to be prepared because an
emergency or disaster can affect anyone at anytime. We have advised them not to take the
attitude of “It won’t happen to me, it only happens to the other guy.”


One of the sectors of the public that has taken that advice to heart is the business sector. Many
businesses, especially medium to large corporations, have instituted continuity of operations
programs through the establishment of business continuity plans, training and exercises. The
reason they have done so is simple: It makes good business sense.


If a business is inoperable, because of an emergency and for any length of time, profits are lost.
Customers, who will look for the product or service elsewhere, may be lost for good. Skilled
employees may move on to other jobs, if they are out of work for too long. It makes good
business sense to have the business functioning as quickly as possible after the onslaught of the
emergency. The ability to continue operations may be the key to the survival of the company.


It also makes good business sense for government agencies to be prepared for continuity of
operations, in the event of an emergency. Services to the public, especially those services needed
during and after an emergency, must be delivered. The public expects and depends on
government agencies to provide these services, even if an agency’s personnel or an agency’s
facilities are directly impacted by the emergency or disaster.


The Ohio COOP Plan Template provides a framework for government agencies in the
development of their individual COOP plans. The template’s instructions provide sources for
further guidance in the identification of an agency’s essential functions and how to protect them
during a crisis situation.


An established ability of government to continue operations and provide essential services to its
citizens in the aftermath of an emergency is a fundamental duty that all government agencies
need to address. The Ohio COOP Plan Template is a tool that can assist your agency to meet this
basic duty.




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COOP (Continuity of Operations Plan) Template Instructions


                                                   TABLE OF CONTENTS
I.         Executive Summary ................................................................................................................ 1
II.        Introduction ............................................................................................................................. 1
III.            Purpose................................................................................................................................ 1
IV.             Applicability and Scope ...................................................................................................... 1
V.         Essential functions .................................................................................................................. 1
VI.             Authorities and References ................................................................................................. 2
VII.            Concept of Operations ........................................................................................................ 4
      A.        Phase I: Activation and Relocation ..................................................................................... 4
           1.      Decision Process ............................................................................................................. 4
           2.      Alert, Notification, and Implementation Process ............................................................ 4
           3.      Leadership ....................................................................................................................... 5
      B.        Phase II: Alternate Facility Operations ............................................................................... 6
           1.      Mission Critical Systems ................................................................................................ 6
           2.      Vital Files, Records, and Databases ................................................................................ 6
      C.        Phase III: Reconstitution ..................................................................................................... 8
VIII.           COOP Planning Responsibilities ........................................................................................ 8
IX.             Logistics .............................................................................................................................. 9
      A.        Alternate Work Location .................................................................................................... 9
      B.        Interoperable Communications ......................................................................................... 10
X.         Test, Training, and Exercises ................................................................................................ 10
XI.             Multi-Year Strategy and program Management Plan ....................................................... 11
XII.            COOP Plan Maintenance .................................................................................................. 11
Annex A: Authorities and References .......................................................................................... 11
Annex B: Operational Checklists.................................................................................................. 11
Annex C: Alternate Work Location/Facility Information ........................................................... 12
Annex D: Maps and Evacuation Routes ...................................................................................... 12
Annex E: Definitions and Acronyms ........................................................................................... 12




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COOP (Continuity of Operations Plan) Template Instructions



I.     EXECUTIVE SUMMARY
The executive summary should briefly outline the organization and content of the COOP Plan
and describe what it is, whom it affects, and the circumstances under which it should be
executed. Further, it should discuss the key elements of COOP planning and explain the
organization’s implementation strategies.

II.    INTRODUCTION
The introduction to the COOP Plan should explain the importance of COOP planning to the
organization. It may also discuss the background for planning, referencing recent events that
have led to the increased emphasis on the importance of a COOP capability for the organization.

III.   PURPOSE
The purpose section should explain why the organization is developing a COOP Plan. It should
briefly discuss applicable Federal guidance and explain the overall purpose of COOP planning,
which is to ensure the continuity of mission essential functions. Because of today’s changing
threat environment, this section should state that the COOP Plan is designed to address the all
hazard threat.

             A. INTENT OF COOP PLAN

             B. EXPECTED OUTCOME FROM IMPLEMENTATION AND
             PERFORMANCE OF THE PLAN

IV.    APPLICABILITY AND SCOPE
This section describes the applicability of the plan to the organization as a whole, headquarters as
well as subordinate activities, co-located and geographically disperse, and to specific personnel
groups of the organization. It should also include the scope of the plan. Ideally, plans should
address the full spectrum of potential threats, crises and emergencies (natural as well as man-
made).

             A. LIST OF THE DEPARTMENTS, AGENCIES, JURISDICTIONS, AND
             OTHER ORGANIZATIONS TO WHICH THE COOP APPLIES

             B. LIST OF THE EMERGENCY CONDITIONS, EVENTS AND
             SITUATIONS UNDER WHICH THE PLAN WOULD BE IMPLEMENTED

V.     ESSENTIAL FUNCTIONS
The essential functions section should include a list of the organization’s prioritized essential
functions. Essential functions are those organizational functions and activities that must be
continued under any and all circumstances.



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COOP (Continuity of Operations Plan) Template Instructions


      Organizations should:
      (1) Identify all functions, then determine which must be continued under all circumstances
      (2) Prioritize these essential functions
      (3) Establish staffing and resource requirements
      (4) Integrate supporting activities
      (5) Develop a plan to perform additional functions as the situation permits.

For additional information on essential functions, see Annex B of FPC 65.


                                               SAMPLE
The following table shows examples of prioritized essential functions for a fictitious
organization, the Bureau of Water Management:

             Priority                                 Essential Functions

                              Administer programs to protect the region’s water supply and the
                 1
                              health of the public.

                 2            Ensure the protection of fish and aquatic life.

                 3            Ensure pollution prevention and compliance assurance.

                              Provide technical support and information to assist in planning and
                 4
                              restoration.

                 5            Approve and oversee cleanups of contaminated sites.

                 6            Plan and implement regional flood control programs.




VI.     AUTHORITIES AND REFERENCES

This section should reference an annex that outlines all supporting authorities and
references that have assisted in the development of this COOP Plan.
Annex D of the Interim Guidance on COOP for State and Local Governments provides a sample
list of authorities and references.




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COOP (Continuity of Operations Plan) Template Instructions


             A. DOCUMENTS THAT PROVIDE THE ORGANIZATION WITH THE
             LEGAL AUTHORITY TO ENGAGE IN COOP PLANNING

             B. DOCUMENTS THAT ADDRESS ISSUES RELATED TO THE
             ORGANIZATION’S MISSION AND FUNCTIONS AS WELL AS
             ACTIVITIES NECESSARY FOR EXECUTION OF THE PLAN

             C. DOCUMENTS THAT PROVIDE INFORMATION SUPPORTING THE
             COOP PLAN (E.G., THE JURISDICTION’S HAZARD ASSESSMENT OR
             EOP)

THE FOLLOWING ARE EXAMPLES OF AUTHORITIES AND REFERENCES FROM
THE STATE AND FEDERAL LEVELS:

State Authorities
       The Constitution of the State of Ohio (with amendments to 2000), Article II, Section 42,
       Article III, Sections 15, 17 and 22, Article IV, Section 2


       Ohio Revised Code, Section 161.03, Order of succession to the governorship


       Ohio Revised Code, Section 161.04, Designation of interim successors


       Ohio Revised Code, Section 5502.22, Emergency Management Agency Established;
       Cooperation with Other Agencies; Use of Federal Funds


       Ohio Revised Code, Section 5502.24, Temporary Seats of State and Local Government in
       Event of Emergency


       State of Ohio Emergency Operations Plan, March 2001


       Ohio Rules of Court, Rules of Superintendence for the Courts of Ohio


       Rules of the House of Representatives, State of Ohio


       Rules of the Senate, State of Ohio



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COOP (Continuity of Operations Plan) Template Instructions


       Joint Rules of the General Assembly, State of Ohio

Federal References
       Federal Preparedness Circular 65, Federal Executive Branch Continuity of Operations,
       June 15, 2004


       41 Code of Federal Regulations 101.20.103-4, Occupant Emergency Program


       36 Code of Federal Regulations, Part 1236, Management of Vital Records


       Presidential Decision Directive 62, Protection Against Unconventional Threats to the
       Homeland and Americans Overseas, dated May 22, 1998


       Homeland Security Presidential Directive 7, Critical Infrastructure Identification,
       Prioritization, and Protection, dated December 17, 2003



VII. CONCEPT OF OPERATIONS
This section should explain how the organization will implement its COOP Plan, and
specifically, how it plans to address each critical COOP element. This section should be
separated into three phases: activation and relocation, alternate facility operations, and
reconstitution.

             A. PHASE I: ACTIVATION AND RELOCATION
The Phase I section should explain COOP Plan activation procedures and relocation procedures
from the primary facility to the alternate facility. This section should also address procedures
and guidance for non-relocating personnel.

1. Decision Process
This section should explain the logical steps associated with implementing a COOP Plan, the
circumstances under which a plan may be activated (both with and without warning), and should
identify who has the authority to activate the COOP Plan. This process can be described here or
depicted in a graphical representation.

2. Alert, Notification, and Implementation Process
This section should explain the events following a decision to activate the COOP Plan. This
includes employee alert and notification procedures and the COOP Plan implementation process.




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COOP (Continuity of Operations Plan) Template Instructions


3. Leadership
a.       Orders of Succession
This section should identify orders of succession to key positions within the organization.
Orders should be of sufficient depth to ensure the organization’s ability to manage and direct its
essential functions and operations. The conditions under which succession will take place, the
method of notification, and any temporal, geographical, or organizational limitations of authority
should also be identified in this section.
For additional information on succession, see
        p.23 and Appendix F, item F.1, of the Interim Guidance on COOP for State and Local
         Governments and
        Annex D of FPC-65.


                                            SAMPLE
The following table shows the order of succession for the Director of the Bureau of Water
Management:
Position Title                   Successors

                                 1. Deputy Director, Bureau of Water Management
Director, Bureau of Water
Management
                                 2. Division Head, Enforcement and Remediation Division


                                 3. Division Head, Standards and Planning Division




b.       Delegations of Authority
This section should identify, by position, the authorities for making policy determinations and
decisions at headquarters, field levels, and other organizational locations, as appropriate.
Generally, pre-determined delegations of authority will take effect when normal channels of
direction are disrupted and terminate when these channels have resumed. Such delegations may
also be used to address specific competency requirements related to one or more essential
functions that are not otherwise satisfied by the order of succession. For example, referring to
the Bureau of Water Management sample: because of a particular technical skill, the authority to
remediate contaminated sites could be pre-delegated directly to the Division Head of the
Enforcement and Remediation Division, and bypass the intervening successor. Delegations of
authority should document the legal authority for making key decisions, identify the programs
and administrative authorities needed for effective operations, and establish capabilities to


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COOP (Continuity of Operations Plan) Template Instructions


restore authorities upon termination of the event. Pre-determined delegations of authority may
be particularly important in a devolution scenario.
For additional information on delegations of authority, see
               p. 22 of the Interim Guidance on COOP for State and Local Governments or
               Annex C of FPC-65.
c.     Devolution
The devolution section should address how an organization will identify and conduct its essential
functions in the aftermath of a worst-case scenario, one in which the leadership is incapacitated.
The organization should be prepared to transfer all of their essential functions and
responsibilities to personnel at a different office or location.
For additional information on Devolution, see Annex J of FPC-65.

               B. PHASE II: ALTERNATE FACILITY OPERATIONS
The Phase II section should identify initial arrival procedures as well as operational procedures
for the continuation of essential functions.

1. Mission Critical Systems
The section should address the organization’s mission critical systems necessary to perform
essential functions and activities. Organizations must define these systems and address the
method of transferring/replicating them at an alternate site.


                                            SAMPLE
The following table shows examples of mission critical systems for the Bureau of Water
Management:

                   System Name               Current Location      Other Locations
           Hazardous Spill Cleanup Unit      Warehouse 11          Storage Unit B,
                                                                   Storage Unit C
           Mobile Analytical Laboratory      Primary Facility      Alternate Facility
           Mobile Operations Center          Primary Facility      Alternate Facility

For additional information on Alternate Work Locations see Appendix C of the Interim COOP Guidance
for State and Local Governments.

2. Vital Files, Records, and Databases
This section should address the organization’s vital files, records, and databases, to include
classified or sensitive data, which are necessary to perform essential functions and activities and
to reconstitute normal operations after the emergency ceases. Organizational elements should

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COOP (Continuity of Operations Plan) Template Instructions


pre-position and update on a regular basis those duplicate records, databases, or back-up
electronic media necessary for operations.
There are three categories of records to be reviewed and prioritized, then transferred (either hard
copy or electronic media) to an alternate work location:
     Emergency operations records;
     Legal/financial records; and,
 Records used to perform national security preparedness functions and activities (EO 12656).
For additional information on vital files, records, and databases, see
            p.25 and Appendix F (Item F.4) of the Interim Guidance on COOP for State and
               Local Governments, or
                  http://www.fema.gov/onsc/docs/vital_records.ppt
                  Annex G of FPC-65.
                                                   SAMPLE
The following table shows examples of vital files, records, and databases for the Bureau of
Water Management:

     Vital File, Record,          Form of           Pre-positioned   Hand Carried    Backed up at
        or Database             Record (e.g.,        at Alternate     to Alternate      Third
                                 hardcopy,             Facility          Facility      Location
                                 electronic)

    GIS Mapping Database       Electronic                   X                             X

    List of Licensed Spill     Hardcopy
                                                                          X
    Cleanup Contractors

    List of Regional Dams      Hardcopy                                   X

    Pollution/Chemical         Electronic
                                                            X
    Incident Database

    Public and Private         Electronic
    Sewage System                                           X                             X
    Records

    Water Treatment            Hardcopy
                                                                          X
    Regulations

    Flood Control Policies     Hardcopy                                   X

    Federal Water              Hardcopy
                                                                          X
    Facilities Contact List




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COOP (Continuity of Operations Plan) Template Instructions


The following table shows sample vital files, records, and databases pertaining to COOP
coordination for the Bureau of Water Management:

  Vital File, Record,        Form of         Pre-positioned   Hand Carried      Backed up at
     or Database           Record (e.g.,      at Alternate     to Alternate        Third
                            hardcopy,           Facility          Facility        Location
                            electronic)

 COOP Plan                Electronic                X                                 X

 Phone Roster             Hardcopy                                  X

 Devolution Contact       Hardcopy
                                                                    X
 List

 Legal Authority List     Electronic                X

 Emergency Water          Hardcopy
                                                                    X
 Resources List



             C. PHASE III: RECONSTITUTION
The Phase III section should explain the procedures for returning to normal operations – a time
phased approach may be most appropriate. This section may include procedures for returning to
the primary facility, if available, or procedures for acquiring a new facility through County
Engineer or other appropriate local authority. Notification procedures for all employees
returning to work must also be addressed. The conduct of an After Action Report (AAR), to
determine the effectiveness of COOP plans and procedures should be considered.

VIII. COOP PLANNING RESPONSIBILITIES
This section should include additional delineation of COOP responsibilities of each key staff
position, to include individual Emergency Relocation Group (ERG) members, those identified in
the order of succession and delegation of authority, and others, as appropriate.




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COOP (Continuity of Operations Plan) Template Instructions



                                               SAMPLE
The following table shows examples of some COOP responsibilities for the Bureau of Water
Management:

             Responsibility                                         Position

Update COOP plan annually.                Division Head, Standards and Planning Division

Update telephone rosters monthly.         Communications Specialist, Standards and Planning Division

Review status of vital files, records,    Records Specialist, Standards and Planning Division
and databases.

Conduct alert and notification tests.     Communications Specialist, Standards and Planning Division

Develop and lead COOP training.           Training Specialist, Standards and Planning Division

Plan COOP exercises.                      Training Specialist, Standards and Planning Division




IX.       LOGISTICS

               A. ALTERNATE WORK LOCATION
The Alternate Work Location section should explain the significance of identifying an alternate
facility, the requirements for determining an alternate facility, and the advantages and
disadvantages of each location. Senior managers should take into consideration the operational
risk associated with each facility. Performance of a risk assessment is vital in determining which
alternate work location will best satisfy an organization’s requirements.
Alternate facilities should provide:
          (1) Sufficient space and equipment
          (2) Capability to perform essential functions within 12 hours, up to 30 days
          (3) Reliable logistical support, services, and infrastructure systems
          (4) Consideration for health, safety, and emotional well-being of personnel
          (5) Interoperable communications
          (6) Computer equipment and software
For additional information on alternate facilities, see
         p. 26 and Appendix F (Item F.6) of the Interim Guidance on COOP for State and Local
          Governments, or


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COOP (Continuity of Operations Plan) Template Instructions


        Annex E of FPC-65.

              B. INTEROPERABLE COMMUNICATIONS
The interoperable communications section should identify available and redundant critical
communication systems that are located at the alternate facility. These systems should provide
the ability to communicate within the organization and outside the organization.

Interoperable communications should provide:
       (1) Capability commensurate with an agency’s essential functions
       (2) Ability to communicate with essential personnel
       (3) Ability to communicate with other agencies, organizations, and customers
       (4) Access to data and systems
       (5) Communications systems for use in situations with and without warning
       (6) Ability to support COOP operational requirements
       (7) Ability to operate at the alternate facility within 12-hours, and for up to 30 days
       (8) Interoperability with existing field infrastructures
For additional information on interoperable communications, see
        p.29 and Appendix F (Item F.7) of the Interim Guidance on COOP for State and Local
         Governments, or
         Annex F of FPC-65.

X.       TEST, TRAINING, AND EXERCISES
This section should address the organization’s Test, Training, and Exercise (TT&E) Plan. Tests,
Training, and Exercises familiarize staff members with their roles and responsibilities during an
emergency, ensure that systems and equipment are maintained in a constant state of readiness,
and validate certain aspects of the COOP Plan. Managers may be creative when it comes to
COOP readiness and include snow days, power outages, server crashes, and other ad-hoc
opportunities to assess preparedness.

:COOP TT&E plans should provide:
     (1) Individual and team training of agency personnel
     (2) Internal agency testing and exercising of COOP plans and procedures
     (3) Testing of alert and notification procedures
     (4) Refresher orientation for COOP personnel
     (5) Joint interagency exercising of COOP plans, if appropriate

For additional information on TT&E, see


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COOP (Continuity of Operations Plan) Template Instructions


         p.40-42 and Appendix F (Items F.17 and F.18) of the Interim Guidance on COOP for
          State and Local Governments, or

         Annex I of FPC-65.

XI.       MULTI-YEAR STRATEGY AND PROGRAM MANAGEMENT PLAN
This section should discuss how the organization plans to develop their Multi- Year Strategy and
Program Management Plan (MYSPMP). The MYSPMP should address short and long term
COOP goals, objectives, and timelines, budgetary requirements, planning and preparedness
considerations, and planning milestones or tracking systems to monitor accomplishments. It
should be developed as a separate document.
For additional information on MYSPMP development, see
         p.42 and Appendix F (Item F.19) of the Interim Guidance on COOP for State and Local
          Government.

XII. COOP PLAN MAINTENANCE
This section should address how the organization plans to ensure that the COOP Plan contains
the most current information. Federal guidance states that organizations should review the entire
COOP Plan at least annually. Key evacuation routes, roster and telephone information, as well
as maps and room/building designations of alternate work locations should be updated as
changes occur.
For additional information on COOP Plan maintenance, see p.42 of the Interim Guidance on
COOP for State and Local Government.

Annex A: Authorities and References
This annex should cite a list of authorities and references that mandate the development of this
COOP Plan, and provide guidance towards acquiring the requisite information contained in this
COOP Plan.
1. Executive Orders or Local Proclamations

Annex B: Operational Checklists
This section should contain operational checklists for use during a COOP event. A checklist is a
simple tool that ensures all required tasks are accomplished so that the organization can continue
operations at an alternate location. Checklists may be designed to list the responsibilities of a
specific position or the steps required to complete a specific task. Telephone Cascade

      Sample operational checklists may include:
         Emergency Calling Directory
         Key Personnel Roster and Essential Functions Checklist
         Senior Emergency Response Team (SERT) Roster

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COOP (Continuity of Operations Plan) Template Instructions


      Emergency Relocation Team Checklist
      Alternate Site Acquisition Checklist
      Emergency Operating Records and IT Checklist
      Emergency Equipment Checklist

Annex C: Alternate Work Location/Facility Information
This annex should include general information about the alternate work location/facility.
Examples include the address, points of contact, and available resources at the alternate work
location.

Annex D: Maps and Evacuation Routes
This annex should provide maps, driving directions, and available modes of transportation from
the primary facility to the alternate work location. Evacuation routes from the primary facility
should also be included.

Annex E: Definitions and Acronyms
This annex should contain a list of key words, phrases, and acronyms used throughout the COOP
Plan and within the COOP community. Each key word, phrase and acronym should be clearly
defined.
The following is an example of common terms used in COOP and COG plans.


                                  Appendix E: Definitions

Activation: The initiation of COG/COOP activities as stated in the COG and COOP plans.
Activation may be ordered during any situation in which the Governor deems it prudent to take
action to assure continuity of the three branches of Ohio government and the capability to
perform essential functions.


Advance Element: Sub-element of the Branch COOP Team. These groups of technical support
staff from each branch deploy to a designated Alternate Work Location immediately upon being
notified of the decision to activate the COG Plan. At the designated alternate work location, the
Advance Elements will establish an initial operating support capability and prepare for the
arrival of the remaining branch COOP team members, or Operational Element. (See Section 7,
Teams and Team Structure)


Alternate Work Location: An area or facility chosen to house Branch COOP Team members
and supporting staff for the purpose of maintaining the Essential Functions of each branch of
Ohio government. The designated alternate work location will be chosen after analysis of the


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COOP (Continuity of Operations Plan) Template Instructions


Initiating Condition for which the COG/COOP plans were activated. (See Section 7, Alternate
Work Locations)


Branch: One of the three entities that make up the highest level of state government; Executive,
Legislative and Judicial.


Branch COOP (plan): A high-level document that identifies the Essential Functions of a
Branch of Ohio government and describes the structures, planning and activation requirements
necessary for Continuity of Operations by that branch. The Branch COOP is subordinate to the
COG Plan. When paired with the COG Plan it will facilitate the continued operation of
identified essential functions under emergency/threat conditions within 12 hours for a period of
at least 30 days.


Branch COOP Coordinator: Staff members appointed by the senior leadership of each branch
whose responsibilities include all matters related to COOP planning and execution by that
branch as well as coordinating with the COG Program Manager and the COOP Coordinators
from other branches to help maintain a cohesive and viable COG/COOP capability. (See
Sections 7 and 11)


Branch COOP Team: Staff responsible for preparing the designated alternate work location
and carrying out the essential functions identified in their Branch COOP (See Section 7).


COG Plan: The highest-level state document providing the structure and concepts of operation
for state Continuity of Government. This plan will identify essential high-level governmental
functions and will cover delegations of authority and orders of succession within the three
Branches. The COG plan also promulgates the necessity of and provides the minimum
requirements for Branch COOP plans. When paired with the Branch COOP Plans it will
facilitate the continued operation of identified essential functions under emergency/threat
conditions within 12 hours for a period of at least 30 days.


COG Program Manager: Designated by ODPS/OEMA to coordinate and oversee the
development and maintenance of a viable COG and Branch COOP capability. The COG
Program manager routinely interfaces directly with the Branch COOP Coordinators.

Continuity of Government: (COG) A coordinated effort within each branch of the
Government to ensure the capability to fulfill minimum essential responsibilities
in a catastrophic emergency to ensure the capacity to maintain an enduring constitutional
Government

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COOP (Continuity of Operations Plan) Template Instructions




Continuity of Operations: (COOP) The activities of individual departments and agencies and
their sub-components to ensure that their essential functions are performed.
This includes plans and procedures that delineate essential functions; specify succession to office
and the emergency delegation of authority; provide for the safekeeping of vital records and
databases; identify alternate operating facilities; provide for interoperable communications; and
validate the capability through tests, training, and exercises.


Core Team: A small, senior leadership team composed of personnel from the Executive
Branch, and representatives of the Legislative and Judicial Branches. The function of this team
is to support and advise the Governor, or his/her successor, in dealing with the crisis and its
aftermath. (See Section 7, Teams and Team Structure)


Delegation of Authority: Official document by which the responsibilities and authorities of an
office or official may be carried out by another office or designee(s) during an emergency
condition or threat of such. Not necessarily connected to formal rules of succession.


Deployment: For the purposes of COG: the strategic distribution of a resource (such the
Branch COOP Team) usually to a specific location for the purpose of supporting government
functions. (See Section 8)


Emergency: A serious event or condition that demands immediate action. Under COG the
analysis of an emergency made lead to the activation of the COG and COOP plans and as such
would be considered the initiating condition.


Essential Functions: Essential functions – Functions that enable State government to provide
vital services, exercise civil authority, maintain the safety and well being of the general
populace, and sustain the industrial/economic base in an emergency (See Section 9).


Exercise: A method of testing and evaluating a plan or program usually through its activation.
Activated elements may be either actual or simulated, depending on the type and style of the
exercise.


Initial Operating Capability: (IOC) For the purposes of this plan: the point at which a team
has reached a state of readiness whereby the primary purpose of that team has been
accomplished. In the example of the Branch COOP Team this means that within 12 hours of
activation the Team will have been deployed and accomplished all actions necessary to execute
the minimum essential functions of its branch. (See Section 7, Teams and Team Structure)

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COOP (Continuity of Operations Plan) Template Instructions




Initiating Condition: The event(s) that, after analysis, prompts the decision to activate the COG
Plan.


Interoperable Communications: The ability (including any systems and/or equipment) of each
branch to communicate with all entities necessary for the continuation and coordination of their
essential functions.


Operational Element: Sub-element of the Branch COOP Team. This group is responsible for
performing the essential functions of their branch at an alternate work location once the Advance
Element has prepared that location.


Succession: The formal designation of persons who will the duties of a governmental position
should the original person occupant of that position office be unable, or unavailable to perform
their duties.


Vital Records: Any documents, references and databases necessary to support the identified
branch essential functions.




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