Functions Worksheet

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Functions Worksheet Powered By Docstoc
					                                          Workbook 3
GENERAL INSTRUCTIONS
To ease the data entry process and to allow for simplify cross-referencing of previously identified
information, some of the information provided in Workbook 1 and 2 has been transferred into
Workbook 3. For example, Essential Functions identified in Workbook 1 have been transferred into
the "Essential Functions Personnel" worsheet of Workbook 2.
A number of column headings in the worksheets contain red triangles in the upper right corner.
These triangles indicate that additional information or instructions are available for these columns.
Point your cursor at the red triangle to read these instructions/information.
Each worksheet contains additional instructions.
Worksheet 1: Key COOP Staff

INSTRUCTIONS
Review the critical tasks listed in column 1. THESE TASKS ARE ONLY SUGGESTIONS AND MUST BE
CUSTOMIZED FOR EACH DEPARTMENT. Use your knowledge of the internal workings of your Department
to identify additional critical tasks which must be accomplished by your Department’s Contingency Staff in order
to continuously perform your Department’s essential functions from another location and/or with reduced number
of employees.
Identify a department’s primary staff who will be responsible for each essential function following the COOP Plan
activation. Enter that employee’s position title into column 2.
Finally, identify one alternate for each essential function who will be responsible for this function if the primary
staff is not available. Enter that employee’s position title into column 3.

City of:
San Marcos




                                                           2. Contingency Staff
                   1. Critical Tasks                            Assigned             3. Alternate Staff Assigned
 Notify Department’s employees of COOP activation.
        Notify the point of contact at the alternate
   facility/location of impending activation and actual
                  relocation requirements.
       Notify the appropriate internal and external
             organizations of relocation status.
 Back-up, secure, and retrieve vital records, files, and
                         databases.
    Implement plans, procedures, and schedules to
 transfer essential functions, personnel, records, and
        equipment to alternate facilities/locations.
    Provide guidance to Contingency staff and other
                     departmental staff.
    Assemble necessary documents and equipment
     required to continue performance of essential
        operations at alternate facilities/locations.
      Transport vital records and files, supporting
 communications, IT framework and other necessary
     equipment to the alternate facilities/locations.
          Arrange security for abandoned primary
   facility/location and non-moveable equipment and
               records, to the extent possible.
Worksheet 2: Essential Function Personnel

INSTRUCTIONS
All Critical and Long-Term Essential Functions previously identified have been copy and pasted into the table
below.
Identify a department’s primary staff who will be responsible for each essential function following the COOP
Plan activation. Enter that employee’s position title into column 3.
Finally, identify one alternate for each essential function who will be responsible for this function if the primary
staff is not available. Enter that employee’s position title into column 4.

City of:
San Marcos




      1. Department                2. Essential Function                    3. Primary Staff Assigned
4. Alternate Staff Assigned
Worksheet 3: Telecommuting

INSTRUCTIONS

All Critical and Long-Term Essential Functions previously identified have been copy and pasted into the table
below.
In column 3, evaluate whether the essential function is amenable to telecommuting.
In column 4, identify the number employees needed to telecommute to perform the essential function.
Next in column 5, identify the equipment/records/databases that would be necessary for an employee to have to
perform this function via telecommuting.
Lastly, in column 6, identify the number of employees that currently have the proper equipment and access to
vital records/databases to perform this function via telecommuting.

City of:
San Marcos




                                                                                                                4. Equipment/Records/Databases Necessary to Perform
      1. Department             2. Essential Function         3. Amenable to Telecommuting              Y/N               this Function via Telecommuting
          Building                       Permits
          Building                 Public Information
          Building                   Project Review
          Building             Insp, complaints, permits
         City Clerk           Management & Supervision
         City Clerk            Legislative Support to CC
                              Customer Service(Records
       City Clerk                         Reqs)
       City Clerk                        Elections
       City Clerk                   Records Mgmnt
       City Clerk                 Commissions Admin
       City Clerk            Business Licenses & Permits
       City Clerk            Fair Political Practices Admin
     City Manager             Management & Supervision
     City Manager                  Public Information
     City Manager                 City Council Liaison
     City Manager             Recovery Operations Mgmt
   Community Services         Management & Supervision
   Community Services        Manage & schedule facilities
   Community Services               Adventure Camp
   Community Services              Kreative Kids Club
   Community Services                   PreSchool
  Development Services        Management & Supervision
  Development Services           Meet with developers
  Development Services              Counter Service
  Development Services           Lighting & Landscape
      Engineering               Review/condition plans
      Engineering              Plan, specs, bid process
      Engineering                Complaints, upgrades
      Engineering                 Coord signal timing
        Finance          Management & Supervision
        Finance                     Payroll
        Finance              Accounts Payable
        Finance                 Cash Receipts
        Finance                General Ledger
        Finance           Debt Admin/Assess Dist
          Fire           Management & Supervision
          Fire                Fire Suppression
          Fire               Medical Response
          Fire                Fire Suppression
          Fire               Medical Response
          Fire                Fire Suppression
          Fire               Medical Response
          Fire                Fire Suppression
          Fire               Medical Response
          Fire                    Plan Check
Housing & Neighborhood
        Services         Management & supervision
Housing & Neighborhood
        Services       Damage Assessment/Inspection
Housing & Neighborhood
        Services             Housing Programs
Housing & Neighborhood
        Services                 Solid Waste
Housing & Neighborhood
        Services           Animal Control contract
   Human Resources       Management & supervision
   Human Resources        Emp Assistance Program
   Human Resources            Staff Recruitment
   Human Resources        Health/Medical Insurance
   Human Resources           Benefits & Salaries
   Human Resources         Workers' Comp Claims
   Human Resources           Vehicle Insurance
   Human Resources           Employee Records
   Human Resources              Liability Claims
  Information Systems        Database services
  Information Systems          E-mail services
  Information Systems          Internet Service
  Information Systems            EOC support
        Planning         Management & supervision
        Planning           Plan & Project Review
        Planning           Front Counter Services
        Planning            Meet with developers
      Public Works       Management & supervision
      Public Works              Traffic Control
      Public Works          Street Maint & repair
      Public Works           Storm Drain Maint
      Public Works              Vehicle repair
      Public Works             EOC Generator
      Public Works              Fueling station
      Public Works           Permits Inspecting
      Public Works         Landscape & irrigation
    Public Works                     Grading
    Public Works               Equipment repair
Real Property Services    Management & Supervision
Real Property Services        Property Insurance
Real Property Services   Prop mgmt, lease agreements
Real Property Services       Utilities management
Real Property Services     Building security (access)
Real Property Services   Building maintenance/repairs
Real Property Services      Procure repair supplies
5. Number of Telecommuting   6. Number of Employees
     Employees Needed           Currently Equipped
Worksheet 4: Reliance on External Organizations

INSTRUCTIONS
Review Critical and Long-term essential functions previously identified and transferred into the "Essential Functions"
worksheet, and determine if any components of those functions are dependent on external agencies, organizations, or
departments.
Next identify the main supplier as well as an alternate 1 and alternate 2 suppliers.

City of:
San Marcos

   1. Essential Function Component Dependent on                2. Main Supplier             3. Alternate Supplier 1      4. Alternate Supplier 2
                External Organizations
Worksheet 5: Internal and External Organizations Notification Contact Information

INSTRUCTIONS
In Column 1, insert the name of organizations you will notify if COOP plan is activated.
In Column 2, insert contact information for individuals in organizations you will notify if
COOP plan is activated. Insert a position title rather than an individual's name.

City of:
San Marcos

          1. Organization Name                          2. Contact Information
Worksheet 6: Critical and Long-Term Essential Functions Performed by the City

City of:
San Marcos




             1. Department Name                             2. Division         3. Essential Function

				
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