Dawn Waters

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


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

http://www.emaponline.org/


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


VDEM Web SiteAbout VDEM

What do they do?

• Preparedness• Response• Recovery• Mitigation


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


COOP Focus

• RResponse• RRecovery• RResumption• RReconstruction• RRelocation


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 CompletedBlue Scheduled

AnnuallyGreen On-going


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


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


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


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


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


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


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


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


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


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


Elements of a Viable COOP1. Identification of essential functions2. Delegation of Authority3. Orders of Succession4. Interoperable Communications5. Alternate Facilities6. Vital Records & Databases7. Human Capital Considerations8. Tests, Training & Exercises


An emergency occurs…EVENT

Crisis Management TeamActivate COOP???

Business Continuity

Teams Activated

Functional Recovery Teams

Activated

Yes

EMERGENCY RESPONSE

Resume Normal Operations

No


3 Phases of COOP “Activation”

• Activation & Relocation• Alternate Facility Operations• Reconstitution


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


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)


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 CompletedBlue Scheduled

AnnuallyGreen On-going


Speaker Contact Information

Dawn Z. WatersVirginia Department of Professional &

Occupational Regulation3600 West Broad St., Richmond, VA 23230Phone: 804-367-8583, Fax: [email protected]

mailto:[email protected]

http://www.dpor.virginia.gov/

Documents

Dawn Waters