Continuity of Operations Plan (COOP) Jefferson Parish Juvenile Court 1546 Gretna Boulevard Harvey, Louisiana 70058 (504) 367-3500 June 2013 Version Jefferson Parish Juvenile Court’s COOP OVERVIEW This Continuity of Operations Plan (COOP) has been developed according to: the Department of Homeland Security (DHS) Headquarters Continuity of Operations (COOP) Guidance Document, dated April 2004; the Louisiana District Judges Association 2006 Disaster Recovery Template; the Template for Assessing Status of COOP Planning: Louisiana District Courts dated May 2010; and the Louisiana Supreme Court Assessment 2012. Questions concerning this plan can be directed to: Timothy R. Tyler Chief Deputy Judicial Administrator Jefferson Parish Juvenile Court P.O. Box 1900 Harvey, Louisiana 70059 Office: (504) 367-3500, ext. 887 Cell: (504) 296-4601 Email: ttyler@jpjc.org i Jefferson Parish Juvenile Court’s COOP TABLE OF CONTENTS I. Executive Summary ........................................................................................................... 3 II. Introduction ........................................................................................................................ 3 III. Purpose ............................................................................................................................... 3 IV. Applicability and Scope ...................................................................................................... 3 V. Essential functions .............................................................................................................. 4 VI. Authorities and References ................................................................................................. 6 VII. Concept of Operations ........................................................................................................ 6 A. Phase I: Activation and Relocation ................................................................................... 6 1. Decision Process.......................................................................................................... 6 2. Alert, Notification, and Implementation Process ........................................................ 7 3. Leadership ................................................................................................................... 8 B. Phase II: Alternate Facility Operations ............................................................................. 9 1. Mission Critical Systems ............................................Error! Bookmark not defined. 2. Emergency Expenditures…………………………………………………………...13 C. Phase III: Reconstitution ................................................................................................. 13 VIII. COOP Planning Responsibilities ...................................................................................... 13 IX. Logistics .............................................................................Error! Bookmark not defined. A.. Interoperable Communications ...................................................................................... 13 X. Test, Training, and Exercises ............................................................................................ 13 XI. COOP Plan Maintenance .................................................................................................. 13 Table of Appendices……………………………………………………………………………..15 ii Jefferson Parish Juvenile Court’s COOP I. EXECUTIVE SUMMARY This plan establishes policy and guidance to ensure the execution of the essential functions for the Jefferson Parish Juvenile Court in the event that an emergency threatens or incapacitates operations, and the relocation of selected personnel and functions of the Court is required. Specifically, the plan is designed to: Ensure that the Jefferson Parish Juvenile Court is prepared to respond to emergencies, recover from them, and mitigate against their impacts. Ensure that the Jefferson Parish Juvenile Court is prepared to provide critical services in an environment that is threatened, diminished, or incapacitated. II. INTRODUCTION The Parish of Jefferson has developed plans to protect the citizens in the event of a disaster, civil disturbance, or unusual occurrence. Preparation to manage an event of this nature requires a realistic combination of the efforts of different agencies. Juvenile Court will be responsible for all employees and occupants of the Jefferson Parish Juvenile Court building. III. PURPOSE The following plan will establish leadership guidelines for managing unusual occurrences and the continuity of essential court functions. An unusual event may be natural or man-made and may cause services to be interrupted. Examples of an “unusual event” include but are not limited to fire, electrical outage, pandemic, toxic release and weather-related events. This plan is designed to prioritize the continuation, mitigation, and restoration of Juvenile Court operations that may be interrupted due to unusual occurrences. The objectives of the plan include: Ensure the continuous performance of the Court’s essential functions/operations during an emergency; Protect essential equipment, records and other assets; Reduce or mitigate disruption of operations; Identify and designate principals and support staff to be relocated; Facilitate decision-making for execution of the Plan and the subsequent conduct of operations; Achieve a timely and orderly recovery from the emergency and resumption of full service to all customers. IV. APPLICABILITY AND SCOPE This document is applicable to Jefferson Parish Juvenile Court and all its subdivisions. Support from other state agencies and local governments as described herein will be coordinated with the responsible office as applicable. 3 Jefferson Parish Juvenile Court’s COOP V. ESSENTIAL FUNCTIONS It is important to establish priorities before an emergency to ensure that the relocated staff can complete the essential functions during an emergency. All designated persons shall ensure that the essential functions can continue or resume as rapidly and efficiently as possible during an emergency relocation. Any task not deemed essential must be deferred until additional personnel and resources become available. 4 Jefferson Parish Juvenile Court’s COOP Priority Essential Functions 1. Ensure that the following legally mandated hearings are held within the time restraints required by law: a. Juvenile Delinquency Continued Custody Hearings – Pursuant to Louisiana Ch.C.Art. 819, when a child has been arrested and the judge has found reasonable grounds to hold the juvenile in the custody of the Juvenile Detention Center, a continued custody hearing must be held within 3 days after the child’s entry into the Juvenile Detention Center and a probable cause determination must be made at that time. b. Child in Need of Care Continued Custody Hearings – Pursuant to Louisiana Ch.C. Art. 624, when a child has been taken into custody of the state and is not released to the care of his parents, a continued custody hearing must be held within 3 days after the child’s entry into custody. Staffing Requirements: The Judge, a Minute Clerk, Court Recorder and Security Personnel Resource Requirements: A courtroom, access to the court’s database, and recording equipment. 2. Ensure that all pleadings are filed and docketed in a timely manner. Staffing Requirements: Clerk of Court Resource Requirements: Office space, copier/printer, access to the court’s database and miscellaneous office supplies. 3. Ensure that all essential finance and accounting functions are maintained. Staffing Requirements: Judicial Administrator and/or Deputy Judicial Administrator. 4. Resource Requirements: Office space, personal computer equipped with accounting software and access to court’s database, copier/printer, Budget book, Financial policy, audit report, most recent balance from accounting system, checks, deposit slips, stamps, petty cash, and miscellaneous office supplies. Ensure that the collection and distribution of fees and costs are maintained in accordance with proper accounting procedures. Staffing Requirements: Payment Window Clerk, Judicial Administrator or Deputy Judicial Administrator. Resource Requirements: Office space, receipt book, cash till, access to court’s database and miscellaneous office supplies. 5 Jefferson Parish Juvenile Court’s COOP VI. AUTHORITIES AND REFERENCES The Judges and Judicial Administrator are the authorizing figures in ensuring the essential court functions are carried out during an emergency. Supporting authorities are the Chief Deputy Judicial Administrator, Computer Systems Supervisor, and Operations Manager. Assisting authorities are the Jefferson Parish Sheriff’s Office, the Department of Juvenile Services, the Jefferson Parish District Attorney’s Office and the Jefferson Parish Public Defender’s Office. VII. CONCEPT OF OPERATIONS Emergency operations for the Jefferson Parish Juvenile Court would include performing only those essential functions of the court (as stated above) that must be continued under all circumstances even in a state of emergency. Pursuant to law, specific time restraints ensure that children are not held in custody for indefinite periods of time. Other types of matters heard by the Juvenile Court on a daily basis would have to be rescheduled at such time when adequate resources become available. Some examples of hearings that could be continued/rescheduled under emergency conditions are as follows: Juvenile Delinquency and Child in Need of Care matters wherein the child has been released to the custody of a family member. Juvenile Traffic Adoptions Motions for Voluntary Transfer of Custody Termination of Parental Rights Child Support Families In Need of Services Motions for Disclosure/Expungement Any other miscellaneous hearings (In the case of an extended interruption in operations a request for an emergency proclamation from the Louisiana Supreme Court to temporarily suspend ASFA time-lines may be necessary.) A. PHASE I: ACTIVATION AND RELOCATION 1. Decision Process The Judicial Administrator with the approval of the Judges is responsible for declaring a state of emergency at the Jefferson Parish Juvenile Court. Once a disaster is declared based on the initial levels of outage, Juvenile Court immediately goes to Level I Outage - Short-term outage (less than 72 hours) – Staff should remain within commuting distance. 6 Jefferson Parish Juvenile Court’s COOP Level II Outage - Mid-Term Outage (72 hours to 3 months) – Execute formal disaster recovery strategy which will include declaring a disaster and possibly going to an alternate site. Operations will possibly be moved to the Twenty-Fourth Judicial District Court. Alternate site: Yenni Building; Primary Hot Site Recovery Location: Hahnville, 29th Judicial District Court; and Alternate Hot Site Recovery Location: Natchitoches 10th Judicial District Court (pending confirmation). (Please see Appendix M for Alternate Site Addresses and Contact Information.) Level III Outage - Long-Term Outage (3 months or more) – Execute formal disaster recovery strategy (Level II), and it may involve permanently relocating the Juvenile Court’s base of operations. The court must execute the plan to begin to move operations permanently. Operations will possibly be moved to the Twenty-Fourth Judicial District Court; Alternate site: Yenni Building; Primary Hot Site Recovery Location: Hahnville, 29th Judicial District Court; and Alternate Hot Site Recovery Location: Natchitoches 10th Judicial District Court (pending confirmation). (Please see Appendix M for Alternate Site Addresses and Contact Information.) 2. Alert, Notification, and Implementation Process If the situation allows, Judges and staff may be alerted prior to the activation of the COOP. If the COOP is activated during normal working hours, all staff should remain at the court until specific guidance is received. If the COOP is activated when the court is closed, information will normally be passed electronically or telephonically by Judicial Administrator, Chief Deputy Judicial Administrator, Computer Systems Supervisor, and Operations Manager using the Emergency Calling Directory. (Please see Appendix B.) The Judicial Administrator under the direction of the Chief Judge/Judges will order the activation of the Jefferson Parish Juvenile Court COOP. The Judicial Administrator will notify the Parish President’s Office of the COOP’s activation. The Judicial Administrator will then contact the Chief Deputy Judicial Administrator, Computer Systems Supervisor and Operations Manager, who will contact all staff whom they supervise and inform them of the emergency relocation. Staff will also be notified at this time as to who will need to report to work immediately. The recovery strategy for Juvenile Court is to restore daily operations and computer systems in a timely manner. The Jefferson Parish Juvenile Court notification process as related to COOP activation should allow for a smooth transition of the Judges and essential staff to an alternate facility to continue execution of the essential functions of the Court. Notification may be via personal contact, telephone, cell phone, text messaging, radio and/or TV broadcasts, email, postings to the Juvenile Court’s website, or a combination thereof. In addition, employees are directed to continually check the Jefferson Parish Juvenile Court’s website (www.jpjc.org) and navigate to the emergency section for updates on the status of the court. Employees will be required to check-in on such website with their relocation information in times of extended evacuation. The Executive Staff, with the oversight of the Chief Judge, will be responsible for the implementation of the COOP. The Executive staff includes the following individuals: a) Judicial Administrator c) Computer Systems Supervisor b) Chief Deputy Judicial Administrator d) Operations Manager 7 Jefferson Parish Juvenile Court’s COOP 3. Leadership Successors 1. Chief Judge- Judicial Administrator will contact Chief Judge for authorization to activate COOP. Chief Judge will assist Judicial Administrator in coordination of release of information to media and interaction with community leaders. 2. Alternate Judge(s) – The Judicial Administrator will also contact the Alternate Judge(s). In the event the Chief Judge cannot communicate with the Judicial Administrator the Alternate Judge(s) will assist Judicial Administrator in the coordination of release of information to media and interaction with community leaders. 3. Judicial Administrator- The Judicial Administrator will contact the Chief Deputy Judicial Administrator, Computer Systems Supervisor, and Operations Manager and instruct them to contact essential employees and give relocation site if necessary. The Judicial Administrator will also contact the Parish President, the Director of Juvenile Services, the Director of the Criminal Justice Administration, the 24th Judicial District Court, 1st and 2nd Parish Courts, the 5th Circuit Court of Appeal and assist in contacting the media. Responsible for providing assistance with the set-up of alternate location and all financial and legal aspects of the incident. Will oversee all expenditures and their documentation related to the incident. Will ensure that all bills are paid, all deposits are taken to the bank and all outgoing mail is delivered to the post office. Responsible for ensuring all important financial documents of the Court are removed and relocated during an evacuation including the budget book, financial policies, audit report, inventory report, most recent balance from accounting system, checks, deposit slips, stamps, petty cash, and flash drive containing all warranty information pertaining to the building. This person shall also be responsible for coordinating all emergency purchases and supplying the offices at the alternate site location. Responsible for documenting and recording all costs and expenditures related to the incident. This person will also direct the duties of the Chief Deputy Judicial Administrator. 4. Chief Deputy Judicial Administrator – The Chief Deputy Judicial Administrator will contact court personnel, the Traffic Referee, CINC attorneys, the Public Defender’s Office, the District Attorney’s Office, the Louisiana Bar Association, the Jefferson Bar Association, the Jefferson Parish Sheriff’s Office, the Clerk of Court, the Court Appointed Special Advocates, as well as the media. The Chief Deputy Judicial Administrator will be responsible for changing the phone message on the court phone system to alert the public as to the court’s current status. Responsible for assisting with set-up of alternate site location, if necessary, and coordinating the logistics with case managers, probation coordinators, court reporters and court attorneys. Prepare essential personnel to hold court off-site. Responsible for assistance in overseeing all financial and legal aspects of the incident. Coordinate all actions with Operations Manager in securing the Juvenile Court and coordinating the necessary repairs. Responsible for monitoring safety conditions and developing measures for ensuring the safety of assigned personnel. Responsible for contacting Parish authorities regarding securing the building. Responsible for coordinating with the Directors of FINS and CASA in locating children and ensuring that ASFA guidelines are followed and/or request an emergency proclamation from the Louisiana Supreme Court to temporarily suspend ASFA time-lines. Responsible for contacting and coordinating services with the Department of Children and Family Services and the Office of Juvenile Justice. 8 Jefferson Parish Juvenile Court’s COOP Successors 5. Computer Systems Supervisor- The Computer Systems Supervisor will be responsible for placing an emergency message on the court’s website and ensuring that the system back-up is evacuated as well as all necessary equipment. The Supervisor will also assist in contacting employees and setting-up the alternate site, if necessary. Responsible for updating all flash drives to be taken in the event of an evacuation with essential data. The Supervisor will coordinate with the Clerk of Court regarding back-up of Clerk’s data. Responsible for contacting IT consultants, notifying CMA of the emergency, and redirecting court’s website. Supervisor will also implement the recovery system in the evacuated location if necessary. 6. Operations Manager – The Operations Manger, will secure the building, notify all security companies for both the courthouse and the Annex building as well as the Jefferson Parish Sheriffs Office of the court’s status, assess damage post-incident and coordinate repairs, if necessary. Will notify Judicial Administrator and/or Chief Deputy Judicial Administrator of the status of the building and when building can be reoccupied. Responsible for assisting in set-up of alternate site, if necessary. * In the event a person listed here is not available the successor will perform duties. If a Judge is unavailable to hear juvenile matters, a judge pro tempore will be appointed by the Louisiana Supreme Court. B. PHASE II: ALTERNATE FACILITY OPERATIONS In the event Juvenile Court becomes inoperable, pursuant to LA R.S. 13:1627, the Parish of Jefferson shall provide suitable quarters for the Court and shall make necessary provisions for the conduct of the business of the Court and provisions for the expenses of the same. See Appendix C. 1. Information Technology Systems Jefferson Parish Juvenile Court is an electronic driven court. Most functions are now managed via computer. The following table lists those systems that must be maintained. The following list is prioritized for restart order in the event of a shut down. System Name Current Location Other Locations Firewall Server Juvenile Court Back-up Tapes Stored Off-Site Network Server 1- Juvenile Court Back-up Tapes (1) Stored Off-site & (2) With IT Staff Juvenile Court Back-up Tapes (1) Stored Off-site & Windows Server 2003; Symantec Email Network Server 2 – 9 Jefferson Parish Juvenile Court’s COOP Windows Server 2003; Exchange Server Network Server 3 – (2) With IT Staff Juvenile Court Windows Server 2003; VIQ; File Server(Documents) Network Server 4 – (2) With IT Staff Juvenile Court Windows Server 2003; Juvenile Court Windows Server 2008; Back-up Tapes (1) Stored Off-site & (2) With IT Staff IJJIS Pilot Database AS400 Back-up Tapes (1) Stored Off-site & (2) With IT Staff Symantec Anti-Virus Network Server 5 – Back-up Tapes (1) Stored Off-site & Juvenile Court Back-up Tapes (1) Stored Off-site & (2) With IT Staff Comet CASA Office Back-up Tapes (1) Stored Off-site & (2) With IT Staff Drug court Database Juvenile Court Back-up Tapes (1) Stored Off-site & (2) With IT Staff IJJIS/FINS Database Juvenile Court Back-up Tapes (1) Stored Off-site & (2) With IT Staff Labor 32 Payroll Software Juvenile Court Back-up Tapes (1) Stored Off-site & (2) With IT Staff MAJOR Database Juvenile Court Back-up Tapes (1) Stored Off-site & (2) With IT Staff PC Documents Juvenile Court Back-up Tapes (1) Stored Off-site & (2) With IT Staff Sage Accounting Juvenile Court Back-up Tapes 10 Jefferson Parish Juvenile Court’s COOP Software (1) Stored Off-site & (2) With IT Staff The Information Technology (IT) Department is responsible for generating advanced backup dockets and storing offsite with Back-up Tapes. It should be noted that under most emergency situations the AS400 Mainframe System could not easily be relocated to the alternate facility. In the event the AS400 System were to be destroyed, or inoperable for a period of time, CMA Associates, (8180 YMCA Plaza Drive, Baton Rouge, Louisiana 70810), an IBM partner, and the court have entered into a Business Recovery Services Agreement to assist in preparing for and responding to a disaster. (Please see Appendix M.) CMA will provide system hardware, network services (if selected) and a facility for the court to use to continue critical information processing activities following a disaster. In the event of Level II or III outage, the Computer Systems Supervisor will notify CMA that a disaster has been declared. Essential court functions during an emergency could be successfully carried out at an alternate location without the AS400 system, network capability, and/or digital voice recording. Hearings could be recorded on a simple tape recorder and documents prepared manually. If there is advance notice, i.e. hurricane evacuation, the steps to restoring computer service are to log onto Network Solutions and edit DNS to point jpjc.org to Interactive Information Systems’ server in Phoenix, Arizona. Power down all servers, AS400 and UPS, Proceed with Disaster Recovery Services as described in attached document when so instructed. Confer with consultants as needed and set consultant responsibilities. The official court records and their maintenance are the responsibility of the Clerk of Court. The court’s IT Department continually coordinates not only with the Clerk of Court but also the Department of Juvenile Services, the District Attorney’s Office, the Public Defender’s Office, and the Jefferson Parish Payroll Department to ensure continuation of necessary information exchange. The following Court officials will have a laptop with a wireless connection card to enable them to conduct Court business as necessary: Judges Judicial Administrator Chief Deputy Judicial Administrator Computer Systems Supervisor and Computer Systems Specialist Operations Manager Drug Court Staff Detention Probation Officer A pre-selected Court Case Manager A pre-selected Court Probation Coordinator 11 Jefferson Parish Juvenile Court’s COOP FINS Director Accounting 2. Emergency Expenditures Approval of emergency expenditures in the event the COOP has to be implemented will be provided as follows: Invoices less than or equal to fifty thousand dollars ($50,000.00) may be approved and the payment check signed by the Chief Deputy Judicial Administrator, the Judicial Administrator, or a Juvenile Court Judge. Invoices greater than fifty thousand dollars ($50,000.00) but less than or equal to one hundred thousand dollars ($100,000.00) must be approved and the payment check signed by the Judicial Administrator or a Juvenile Court Judge. Invoices greater than one hundred thousand ($100,000.00) must be approved by the Judges en banc through email and/or facsimile communication to provide sufficient authorization for payment and the check for such invoices must be signed by the Chief Judge (or an Alternate Judge if the Chief Judge is unavailable). An approving authority shall not approve invoices or sign payment checks for expenses incurred by or for that approving authority. In the event there are no Judges or the Judicial Administrator available, the Chief Deputy Judicial Administrator may sign a check over fifty thousand dollars ($50,000.00) if necessary and approval is given by the appropriate authority. 3. Children in Placement Prior to evacuating, Court Case Managers and Probation Coordinators will compile a listing of all children in placement and will bring the listing to the alternate site. During an evacuation, the Case Managers and Probation Coordinators will make every effort to obtain updates on the status of children in placement. Family in Needs of Services (FINS), and Drug Court will make every effort to locate all children they oversee. FINS, and Drug Court will compile a list of contact information and will manage the cases as necessary during an evacuation. C. PHASE III: RECONSTITUTION After the emergency event has passed, the Executive Staff will develop reconstitution plans and schedules to ensure an orderly transition of all Jefferson Parish Juvenile Court functions, personnel, equipment, and records from the temporary alternate location to the permanent court facility. Juvenile Court Judges and the Executive Staff will approve the plans and schedules to resume normal operations once the emergency is over. The Executive Staff will oversee the reconstitution process. 12 Jefferson Parish Juvenile Court’s COOP VIII. COOP PLANNING RESPONSIBILITIES The continued responsibility for developing, editing, and revising this plan will be the responsibility of the Juvenile Court’s Judicial Administrator, Chief Deputy Judicial Administrator and other agencies/officials as needed. IX. INOPERABLE COMMUNICATIONS The Judicial Administrator or their designee will notify the media of any changes in the Court’s schedule and/or location. Updates on emergency status will be delivered to the public through whatever means is available including, but not limited to radio, TV broadcasts, newspaper, and announcements on the court’s answering service as well as the court’s webpage. In addition to the aforementioned means of communication, court employees will also be updated of the court’s status through personal contact, telephonically and/or electronic messaging (email or text messaging). Employees are directed to continually check the Jefferson Parish Juvenile Court website (www.jpjc.org) and navigate to the emergency section for updates on the status of the court. Employees will be required to check-in on such website with their relocation information in times of extended evacuation. During an emergency situation, hearings that are considered non-essential will be rescheduled by personnel. If possible, notification to all concerned parties will be through service of process, regular mail, or any other feasible means necessary. As stated above, updates on the Court’s status will be placed on the Court website which interested parties can access for information. X. TEST, TRAINING, AND EXERCISES Rehearsals will be used when possible to test the elements of this plan annually. The purpose of this plan is to promote safety and maintain the functioning of the Juvenile Court with minimal interruption of essential services. Elements of this plan may be adjusted to provide a smoother or safer operation. A training seminar will be conducted for the staff annually. These trainings will educate staff on the evacuation process as well as any changes to the COOP plan. XI. COOP PLAN MAINTENANCE This plan is subject to continuous revision. The Executive Staff and program managers are responsible for notifying the Judicial Administrator or Chief Deputy Judicial Administrator of necessary additions to this plan. 13 Jefferson Parish Juvenile Court’s COOP Table of Appendices Appendix A: Authorities and References (Juvenile Court Organizational Chart) Appendix B1: Emergency Calling Directory (Judges and Executive Staff only.) Appendix B2: Pre-Evacuation Checklist Appendix C: Alternate Location/ Facility Information The alternate fax number for Court business will be 225-767-3830. Appendix D: Juvenile Drug Court Continuity of Operations Plan Appendix E: 2010-Rules of the Jefferson Parish Juvenile Court Appendix F: CMA Associates Contract for Mainframe System Relocation Appendix G: IT Department Backup Schedule Appendix H: Juvenile Court Emergency Disaster Web Site Information The web site address is: www.jpjc.org Appendix I: Media Contact Information Appendix J: Emergency Pay Policy Appendix K: Re-entry Placards Appendix L: DJS Employee Contact Information (Judges, Executive Team, and Probation Coordinators only.) Appendix M: Alternate Site and Off-Site Storage Information Appendix N: Sample Court Closure Order Appendix O: Receipt and Acknowledgment Appendix P: Emergency Contact Numbers Appendix Q: VoiceIQ Backup Contingencies Appendix R: CASA Contingency Plan Appendix S: FINS Contingency Plan (To be added at a later date.) Appendix T: TASC Contingency Plan (To be added at a later date.) 14