Developing Emergency Planning and Business Continuity Plans

Developing Emergency Planning and Business Continuity Plans

Why Develop Emergency Planning? Hurricane Katrina August, 2005

Texas Flash Floods March, 2016

Haiti Earthquake, 2010

September 11, 2001

But maybe more importantly Entire Management Team Killed: A CEO's Turnaround Story http://www.forbes.com/sites/susantardanico/2012/03/28/entire-management-team-killed-a-ceos-turnaroundstory/#802c2c24cd04 West Coast Dock Workers Strike Could Cost $2 Billion ADay http://www.kpbs.org/news/2014/nov/10/west-coast-ports-may-face-work-stoppage/ The Swine Flu Outbreak and its Global Economic Impact http://www.brookings.edu/research/interviews/2009/05/04-swine-flu-mckibbin

About me Marshall MacFarlane Executive Director, Campus Management and Operations UA College of Medicine - Phoenix Phoenix Biomedical Campus Millwright/Industrial Mechanic by Trade Over 15 years as a Facilities Manager with extra emphasis on Security, Emergency Management, Process Control, Quality Management Systems 13 years Canadian Armed Forces Bachelor of Science Public Agency Management - NAU Bachelor of Science Emergency Management NAU Notable Training FEMA Weapons of Mass Destruction Threat and Risk Assessment FEMA Pandemic Planning and Response FEMA Multi Hazard Emergency Management for Higher Education FEMA Medical Preparedness and Response for Bombing Incidents Department of Homeland Security - Active Shooter Response Workshop Lean Six Sigma Yellow Belt Member IFMA, BOMA, AESA (Arizona Emergency Services Association), ATAP-AZ (Association of Threat Assessment Professionals)

Primary Corporate Goals To help protect the life safety of all building occupants To restore building operations quickly To help in limiting financial loss due to disaster To aid timely business recovery of clients/occupants There are no carved in stone procedures for emergencies. No two emergencies are alike. You must remain flexible to adapt to the specific conditions but be prepared. Semper Gumby

To summarize Imagine your house..

Mitigation Building materials, smoke alarms, fire extinguishers Preparedness Family fire plan, documents on fireproof safe, 911 numbers posted, etc. Response Evacuate family, call 911, fire extinguisher, Fire Department Recovery Stay at hotel, insurance claims, repairs to home Continuity kids still need to be fed, need to go to work, pets need care, homework needs to be done, everyone needs clothes, everyone needs medications

Mitigation Building Design (i.e. earthquakes, smoke barriers, fire rated doors) Life Safety Systems (established by Building and Fire Codes, Design Standards) Systems include: Smoke detectors Heat detectors Water flow sensors for sprinklers Manual pull stations Fire Warden phones Exiting rules (i.e. Rex Sensors, Fail Safe hardare) Public Education (i.e. Monsoons and local news) Cyber Security

Preparedness Emergency Notifications Horns/Strobes Text Alerts Giant Voice Reverse 911 Responder Assets Go Bags Trauma Kits Flood Kits Room sealing kits Cordon kits Communications Radios WiFi Phones Satellite Phones Bullhorns

Emergency Preparedness, cont Emergency Phone Numbers/Contact Lists Designated authorities (who can send people home?) Known Health Conditions Floor Warden Listing Emergency Action Plans (distributed, accessible) Emergency Operations Center Staffed (think ICS) Location + alternate Equipped Phones, computers Maps COOPs

Emergency Preparedness Training and Drills Most Important Component of Emergency Preparedness Aimed at three specific groups: Building Occupants Vital information designed to help them respond safely to an emergency Emergency procedures manuals site specific Emergency Evacuation Teams Building safety design and proper evacuation procedures to be followed by each member Both Management and Occupants (Wardens) Building and Facility Management Staff to take a command & control position vital for property response to all emergencies Coordination with local authorities fire/police Coordination with local service providers Documentation Procedures manuals; post orders; incident reporting requirements

Emergency Response Establish a chain-of-command important to help ensure a smooth response not only during the emergency but also after* Size and scope of emergency cannot be predicted All members of the building staff have to be familiar with the Emergency Plan and regularly drilled in their roles and duties * Remember most severe incidents will be managed by 1 st Responders. Then they will leave

Emergency Response Evacuation Procedures Exiting or Relocation? Shelter in Place? Fire Local City Codes, Building Type Special Full/Partial evacuation (earthquake, tornado, hurricane) Fire Warden Involvement Physically Disabled Assistance Refuge Locations How initiated? Under whose authority?

Emergency Response Evacuation Procedures Exiting or Relocation? Fire Local City Codes, Building Type Special Full/Partial evacuation (earthquake, tornado, hurricane) Fire Warden Involvement Physically Disabled Assistance Refuge Locations

Emergency Response Emergency Action Plan Provide written recommendations for handling situations Fire Medical Emergency Explosion Flooding and Water Damage Bomb Threats Power Failure Earthquakes Hurricanes Other site specific hazards Must have a training plan

Disaster/Business Recovery Needs Analysis Types of disaster exposure gauge the damage Amount of back up or relief services already available Company or owner s obligations - priorities Cost to owner of business interruption or lost income (Should be understood via COOP analysis) Presence of hazardous materials (should be understood via HazMat inventories and EAP)

Disaster/Business Recovery Disaster Recovery Plan Risk Assessment and Associated Costs Temporary Services Temporary Staffing Emergency Construction Back Up Sources of Supplies and Equipment Identify and inventory emergency equipment and supplies needed or on hand (COOP)

Disaster/Business Recovery Disaster Damage Inspection Initial visual inspection to assess damages These are initial assessments and do not substitutefor professional structural, environmental (or other critical expertise) involvement What specialized inspection and repair services may be required Make initial determination of when property will be ready for use again Use a pre-defined checklist multiple copies for different parts of the building Copies of completed inspection to pre-designated internal individuals and respective insurance representatives

Business Continuity A Business Continuity or Continuity of Operations Plan focuses on the recovery/continuity of business activities and supports the creation and delivery of products and services keep the business running. Must be an integrated part of daily Business-as-Usual operations Not just an annual exercise Develop and implement a testing strategy Elements: Well defined scope based on the activities that need to be resumed by the organization during any type of situation Department or plan-specific assumptions concerning resource availability and prioritization following the disruptive incident Define roles, responsibilities, and contact information of those that are included in the recovery procedures Identify alternate work locations

Elements Continued: Identify methods of communication with team members Recommend courses of action and tasks that will allow participants to operate in recovery mode Allow for a return to normal procedures Establish provisions for communication progress and resource requests with the management team, other departments and third parties, if appropriate Should run parallel to an Emergency Response Plan, but can also be independent Impact of disruptive event and operational assessment Formulate education and training

So. How do we create a COOP? Identify critical functions (not all functions are critical)

So. How do we create a COOP? Analyze the risks and prioritize Natural disasters Accidents Disruption of utilities Cyber attacks Disruption of suppliers Invite stakeholders Use spreadsheet (handouts)

So. How do we create a COOP? Formulate Plans Alternate suppliers Scheduling Delegation of Authority Succession plans Crisis Communication Plans Identify key positions (not people) Alternate sites Write Plan Communicate Practice Revise (Lessons Learned)

Summation Effective planning is meant to ensure that Recovery efforts align to the expectations of all interested parties and provide the approach and process to manage crisis and minimize downtime An effective Emergency Response Plan will identify and assign tasks and describe responses that staff will undertake to facilitate and respond within critical response time A well developed Business Continuity Plan will work to continue essential business activities in a prioritized process

Resources Available Federal Emergency Management Agency (FEMA) Community Emergency Response Teams (CERT) InfraGard Flu.gov National Conference of States of Building Codes and Standards AESA Me