Continuity of Operations Planning for Small Airports (2016)

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128 APPENDIX J Sample 4—Continuity of Operations Planning Worksheets Used by Dallas/ Fort Worth International Airport CONTINUITY OF OPERATIONS WORKSHEET Department: _____________________________________________________________ Division: ________________________________________________________________ Prepared by: _____________________________________________________________ Date: ___________________________________________________________________ Work Phone: _____________________________________________________________ I. Please list each discrete function performed by this division/section of your respective department. For example: street maintenance, water and sewer repair, building inspection field services, fire rescue, traffic enforcement, etc. Attach additional pages if necessary. Function _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ II. Next, list the above functions in ranked order from most to least important. After establishing a rank order for the functions, place to the right of each function one of the following criticality tiers (use below definitions to determine tier) and performance frequency interval (e.g., daily, weekly, etc.). Tiers Tier Objective Ratings Recovery Time 1a CRITICAL These functions have a direct and immediate effect on the airport’s capacity to preserve life safety and protect property. These functions preserve the institution of the airport through command and control. Between 0 and 4 hours 1 URGENT Can be delayed until Tier 1 activities are operational. Between 4 and 24 hours 2 IMPORTANT Can be delayed until Tier 1 and 2 activities are operational. Between 24 and 72 hours 3 NECESSARY Can be delayed until Tier 1, 2, and 3 activities are operational. Between 72 hours and 1 week 4 DELAYED These functions can be delayed until Tiers 1, 2, 3, and 4 are operational. Between 1 week and over 30 days

129 II (Continued). Rank Function Tier Frequency Ex. 1 Answer 9-1-1 and Non-emergency Calls for Police, Fire, EMS, and Security Services 1a Daily 1 2 3 4 5 6 7 8 Example 2: 2/ Filing FAA required, weekly status reports/(Necessary)/Weekly 3/ Public Relations (PR) visits to local schools/(Delayed)/Monthly Note: for further guidance on characterizing programs by “criticality tiers” see last page of this document. Please provide a brief description of those functions that you categorized as either critical or urgent. Then, in the right-hand columns, specify (1) how quickly you would need to resume that function following an emergency; (2) the peak time period for that function; and (3) the legal and/or licensure requirements (if any) that mandate/ regulate the provision of that function. Function Description Recovery Time Objective Peak Time Period Legal References and/or Licen- sure Requirements Ex. 1 Answer 9-1-1 and Non-emer- gency Calls for Police, Fire, EMS, and Security Services Our communications center answers all incoming 9-1-1 and non-emergency lines for the DFW Airport DPS. We also receive calls relating to other airport departments, both during and after working hours. <4 hours 24 hours per day/7 days per week Yes–Federal and state laws, local ordinances, DFW DPS directives, SOPs and memos, and County 9-1-1 regulations. Yes–Six weeks with a communications training officer upon hiring; EMD certifi- cation; TDD training every six months, TCLEOSE Telecommuni- cator License. For those functions that you categorized as either critical or urgent, provide a description of the interim process (if any) that the function’s personnel would use in an emergency situation so as to meet the function’s essential objectives. To the right of that description, describe the resource requirements that would be needed to imple- ment the interim process. Function Description of Interim Process Resource Requirements Ex. 1 Answer 9-1-1 and Non-emergency Calls for Police, Fire, EMS, and Security Services In the event of a loss of 9-1-1 phone service, there is a formal agreement that the Dallas police communi- cations dispatch center will be routed our 9-1-1 calls. In the event that our 9-1-1 lines should be routed to Dallas dispatch, the DFW DPS dis- patch center would need to send one dis- patcher to Dallas with a handheld radio or cell phone to assist Dallas in answering our lines.

130 III. Departmental Succession During an Emergency Please identify the department’s highest-ranking official by name and title. Then, assign the order of succession should that official have an extended absence. (Note: please make sure to include potential successors’ respective names and titles.) Position Title, Name Highest Ranking Second-in-Succession Third-in-Succession IV. Key Personnel Specifically identify those positions for which there is only one incumbent (i.e., jobs for which this department has only a single employee). Job Title Employee Name Primary Phone Secondary Phone Example: Admin Assistant / John Smith / 555-555-5555 / 777-777-7777 V. For each position above, describe which current employee (if any) is cross-trained and capable of performing the basic functions of the position for a period of 60 days. Job Title Employee Name Primary Phone Secondary Phone VI. Minimum Staffing per Shift to Continue Basic Operations For each function listed in part II as either critical or urgent, state the minimum number and type of employees per shift that will allow continuation of at least a basic level of service (skeleton crew). Function Fewest Type and # of Personnel Needed Ex. 1 Answer 9-1-1 and Non-emergency Calls for Police, Fire, EMS, and Security Services Telecommunicator, 2

131 VII. Essential Equipment For each function listed in part II as either critical or urgent, please list the corresponding equipment (including vehicles and computers) your personnel would need in order to carry out the particular function. (Note: see example below.) Ex. 1 Name of Function: Answer 9-1-1 and Non-emergency Calls for Police, Fire, EMS, and Security Services Equipment Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number 9-1-1 Phone 2 AT&T tModel 3000 Positron Lifeline AT&T Resolution Center Representative Alarm Monitor 1 Honeywell, at either main or backup center Honeywell EBI John Doe w/ DPS Name of Function: ________________________________________________________ Equipment Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number Name of Function: ________________________________________________________ Equipment Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number Name of Function: ________________________________________________________ Equipment Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number Name of Function: ________________________________________________________ Equipment Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number t Name of Function: ________________________________________________________ Equipment Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number

132 VIII. Essential Software For each function listed in part II as either critical or urgent, please list the corresponding software your personnel would need in order to carry out the particular function. (Note: see example below.) Ex. 1 Name of Function: Answer 9-1-1 and Non-emergency Calls for Police, Fire, EMS, and Security Services Software Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number TC911 2 Maintained, updated by TC911 Tarrant County Jon Doe Computer Aided Dispatch 2 Tiburon 2000 Tiburon Adam Smith w/ DPS Name of Function: ________________________________________________________ Software Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number Name of Function: ________________________________________________________ Software Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number Name of Function: ________________________________________________________ Software Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number Name of Function: ________________________________________________________ Software Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number Name of Function: ________________________________________________________ Software Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number

133 IX. Essential Other For each function listed in part II as either critical or urgent, please list the corresponding miscellaneous items your personnel would need in order to carry out the particular function. (Note: see example below.) Ex. 1 Name of Function: Answer 9-1-1 and Non-emergency Calls for Police, Fire, EMS, and Security Services Other Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number Office Supplies As needed NA OfficeMax Office Max Representative Name of Function: ________________________________________________________ Other Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number Name of Function: ________________________________________________________ Other Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number Name of Function: ________________________________________________________ Other Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number Name of Function: ________________________________________________________ Other Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number Name of Function: ________________________________________________________ Other Minimum QTY Manufacturer Details, Model, or Version Vendor Name Contact Name Contact Phone Number

134 X. Vital Files, Records, and Databases For each function listed in part II as either critical or urgent, please list the corresponding vital files, records, and data- bases your personnel would need in order to carry out the particular function. (Note: see example below.) Ex. 1 Name of Function: Answer 9-1-1 and Non-emergency Calls for Police, Fire, EMS, and Security Services Vital Files, Records, and Databases: Name Format Backed Up? Available at Alter- nate Location(s)? Notes (Description of Vital Records, Data- bases, or Files) Resource Book Hardcopy Yes, to division laptop Yes, on Airport LAN Frequently used phone numbers, guidelines not found elsewhere, and other miscella- neous information Communications Phonebook Hardcopy Yes, to division laptop Yes, on Airport LAN Comprehensive DPS personnel contact information and DFW tenant and external governmental agency contact information Name of Function: ________________________________________________________ Vital Files, Records, and Databases: Name Format Backed Up? Available at Alternate Location(s)? Notes (Description of Vital Records, Databases, or Files) Name of Function: ________________________________________________________ Vital Files, Records, and Databases: Name Format Backed Up? Available at Alternate Location(s)? Notes (Description of Vital Records, Databases, or Files) Name of Function: ________________________________________________________ Vital Files, Records, and Databases: Name Format Backed Up? Available at Alternate Location(s)? Notes (Description of Vital Records, Databases, or Files) Name of Function: ________________________________________________________ Vital Files, Records, and Databases: Name Format Backed Up? Available at Alternate Location(s)? Notes (Description of Vital Records, Databases, or Files)

135 Name of Function: ________________________________________________________ Vital Files, Records, and Databases: Name Format Backed Up? Available at Alternate Location(s)? Notes (Description of Vital Records, Databases, or Files) XI. Additional Contacts and Vendors For each function listed in part II as either critical or urgent, please list the corresponding contacts and vendors your personnel might need to contact in order to carry out the particular function. (Note: see example below.) Ex. 1 Name of Function: K9/EOD (Operations) Additional External Contacts and Vendors: Company/External Contact Name Main Phone Contact Name Contact Phone E-mail Address Description DPS Canine Veterinary Svcs 555-554-5555 VCA Metroplex Animal Hospital 555-555-5555 vcahospitals. com Veterinary service provider Name of Function: ________________________________________________________ Additional External Contacts and Vendors: Company/External Contact Name Main Phone Contact Name Contact Phone E-mail Address Description Name of Function: ________________________________________________________ Additional External Contacts and Vendors: Company/External Contact Name Main Phone Contact Name Contact Phone E-mail Address Description Name of Function: ________________________________________________________ Additional External Contacts and Vendors: Company/External Contact Name Main Phone Contact Name Contact Phone E-mail Address Description

136 Name of Function: ________________________________________________________ Additional External Contacts and Vendors: Company/External Contact Name Main Phone Contact Name Contact Phone E-mail Address Description XII. Primary and Alternate Locations Where does your organizational unit (e.g., department, division, etc.) normally operate out of? In the event that your organizational unit cannot operate out of its normal location, where would it relocate to? (Note: relocation sites should, if at all possible, be able to provide the organizational unit with all the space and amenities necessary for the organiza- tional unit to perform its critical and urgent functions.) Location Address Ex. 1 Primary EOC/AOC, 2902 E. 28th St., DFW Airport, TX 75261 Primary Alternate 1 Alternate 2 XIII. Authorization for Purchases/Payments List all persons in this department authorized to approve purchases and to pay invoices. Are there at least three people (3 deep concept) authorized and trained for these critical functions? Name Title XV. Emergency Contact Information Is there a current list of all departmental employees with accurate home addresses and contact information? Is there a current list for other critical contacts (e.g., suppliers, other departments, outside agencies) for your department? If so, please complete the following: Type of Contact List (e.g., employees, contractors, etc.) Who Presently Possesses and/or Maintains That List? XVI. Emergency Notification Procedure Please describe the procedure that your organizational unit would use in order to contact and/or recall employees in the event of an emergency. _______________________________________________________________________ _______________________________________________________________________

137 _______________________________________________________________________ _______________________________________________________________________ XVII. Select Internal Call List Lastly, please provide the emergency contact information for all of your division’s managers and up, all the way up to your department Director. Please provide that information in the below spreadsheet. First Name Last Name Title Home Phone Number Alternate Phone Number Guidance on characterizing programs by criticality tiers (excerpt from current draft of COOP Basic Plan) 2.3.1 Guidelines/Criteria for the Prioritization of Mission Essential Functions Mission essential functions enable the airport to exercise civil authority, maintain safety and well-being, and sustain the airport’s industrial/economic base in an emergency. To help prioritize functions, the airport has determined recovery time objectives (RTOs) for the airport’s key functions. The RTO is the maximum period that a function or service can be interrupted before it must be restored to an acceptable level of operation. The airport has established the following RTOs based on time criticality: • Essential Service 1a - Critical recovery required between 0–4 hours • Essential Service 1 - Urgent recovery required between 4–24 hours • Essential Service 2 - Important recovery required between 24–72 hours • Essential Service 3 - Necessary recovery required between 72 hours–1 week • Essential Service 4 - Delayed recovery required between 1 week and over 30 days Essential Service 1a: Critical Recovery 0–4 Hours Restoring a minimum level of services must be initiated immediately to ensure continuous operation. • Preserve life safety: − Ensure that employees and airport staff receive basic services of food, water, shelter, and emergency medical care. − Provide for the physical security of airport board employees and ensure that they receive basic emergency communications and services necessary to protect life. − Provide basic public safety services to airport employees necessary to protect life and maintain civil order. • Command and control: − Ensure departments/personnel with emergency response functions operate under the Incident Command System (ICS) and NIMS compliance requirements. − Maintain communication to all departments within the DFW Airport.

138 • Airport board: − Maintain airport leadership and decision-making integrity. − Ensure that the airport’s financial/procurement system supports the acquisition of supplies necessary to sup- port mission-essential functions. − Secure vital records. − Notify senior officials required for the activation of the COOP plan and assign them to their reporting location. − Maintain operation of communication systems necessary to ensure effective communication to preserve life safety, protect property, and maintain governance. Essential Service 1: Urgent Recovery 4–24 Hours • Essential Service 1 functions must reach an operational status within 4 to 24 hours of COOP plan activation. Essential Service 1 functions must be able to be sustained for at least 30 days. Essential Service 2: Important Recovery 24–72 Hours • Essential Service 2 functions must reach an operational status within 24 to 72 hours of activation. Essential Service 2 functions must be able to be sustained for at least 30 days. Essential Service 3: Necessary Recovery 72 Hours–1 Week • Essential Service 3 functions support Tier 1a and 1. It is not necessary for Essential Service 3 operations to reach full operation within the first week following a disaster. Essential Service 4: Delayed Recovery Between 1 Week to over 30 Days • Essential Service 4 functions can be postponed until all functions in Tiers 1a, 1, 2, and 3 are fully operational. Recovery Time Objectives Matrix Tiers Tier Ratings Recovery Time Objective (RTO) 1a CRITICAL These functions (or the lack thereof) have a direct and immediate effect on the airport’s ability to preserve life safety and protect property. These functions preserve the institution of the airport through command and control. Between 0 and 4 hours 1 URGENT Can be delayed until Essential Services 1a activi- ties are operational. Between 4 and 24 Hours 2 IMPORTANT Can be delayed until Essential Services 1a and 1 activities are operational. Between 24 and 72 Hours 3 NECESSARY Can be delayed until Essential Services 1a, 1, and 2 activities are operational. Between 72 hours and 1 Week 4 DELAYED These functions can be delayed until Essential Services 1a, 1, 2, and 3 are operational. Between 1 week to over 30 days When assigning an RTO for a mission essential function, consider the interdependencies of that function across other mission essential functions. If a certain function is necessary to keep another function operating, then it should have a shorter RTO. Such functions include but are not limited to IT systems, building maintenance, and human resources. Appendix B includes a list of mission essential functions sorted by their respective RTOs.