Developing Continuity Plans:
The VDEM Model
David S. Calkins
Virginia Department of Emergency Management
13 June 2013
Elements of Continuity Planning
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Mission Essential Functions
Primary Business Functions
Orders of Succession
Delegations of Authority
Alternate Facilities
Essential Records, Systems, and Equipment
Business Process Analyses
Identifying Mission Essential Functions
• What are Mission Essential Functions (MEFs)?
– The limited set of an organization’s functions that must be
continued throughout, or resumed rapidly after, a
disruption of normal operations.
• How do we begin to identify MEFs?
• Consider the following about your organization:
– Mission
– Purpose
– Goods and services provided to the public or to another
organization
Activity: Categorizing Functions
• An agency’s functions can
be:
– Mission
– Non-mission
– Essential
– Non-essential
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Primary Business Functions (PBFs)
• Many of the functions you identify will be
Primary Business Functions (PBFs).
• PBFs are specific supporting activities that an
organization must conduct in order to perform its
MEFs.
• PBFs are typically enablers that make it possible
for an organization to perform its mission.
• How do we distinguish between a MEF and a
PBF?
Mission Essential Functions (MEFs) vs.
Primary Business Functions (PBFs)
• A Mission Essential Function (MEF)…
– Is something unique that the agency does.
– Is a product or service provided to the public or to another
agency.
– Usually (but not always) supports one or more
Commonwealth Essential Functions (CEFs).
• A Primary Business Function (PBF)…
– Is typically something that all agencies do, such as IT,
Payroll, Human Resources, etc.
– A product or service that is provided to one branch or
division by another within the same agency.
– Always supports one or more of the agency’s MEFs.
Conducting a Business Process Analysis
• 9 Steps to complete the Business Process Analysis:
1. Identify MEF/PBF output.
2. Identify input requirements.
3. Identify leadership who perform and/or oversee
the performance of the MEF/PBF.
4. Identify staff who perform and support the
MEF/PBF.
Conducting a Business Process Analysis
• 9 Steps to complete the Business Process Analysis
(…cont.):
5. Identify communications and information
technology (IT) requirements.
6. Identify facilities requirements.
7. Identify resources and budgeting requirements.
8. Identify partners and interdependencies.
9. Describe process flow.
Business Process Analysis
• Step 1: Identify MEF/PBF Output.
– List all products and services that are produced or
delivered to external partners or constituents under this
MEF/PBF.
– Include performance measures, such as time and quantity.
• Step 2: Identify input requirements.
– Information, authorizations, supplies, and services
required to perform the MEF/PBF.
– Write a brief description of each.
Business Process Analysis
• Step 3: Identify leadership who perform and/or oversee the
performance of the MEF/PBF.
– List key senior leaders.
– Use position titles.
• Step 4: Identify staff who perform or support the MEF/PBF.
– Multiple Shift requirements
– Cross-trained personnel
– Authorities
– Qualifications
– Certifications
– Use position titles.
Business Process Analysis
• Step 5: Identify communications and information technology
(IT) requirements.
– Software
– Equipment
– Systems
– Networks
• Step 6: Identify facilities requirements.
– Office space
– Industrial capacity
– Equipment
– Supporting critical infrastructure
Business Process Analysis
• Step 7: Identify resources and budgeting requirements.
– Supplies, services, and capabilities not already addressed
– Funding sources
• Grant applications
• Step 8: Identify partners and interdependencies.
– Internal/external
– Private sector
– MOUs and MOAs
Business Process Analysis
• Step 9: Describe Process Flow.
– A detailed narrative or diagram
– For a MEF, list the Primary Business Functions that support
it.
– For a PBF, list the tasks and processes that support it.
– Reference SOPs, manuals, training materials, etc.
Exercising Your Continuity Plan
• Use an escalating exercise program
• Develop an After Action Report (AAR) and
Improvement Matrix
Activity: Tabletop Exercise
• Scenario: Hurricane
force winds have
caused significant
damage to the area
overnight. The power
in your primary facility
is out (and is expected
to remain out for at
least 48 hours) and
roads are impassible.
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Activity: Tabletop Exercise
• Instructions: While considering the mission
essential functions (MEFs) and primary
business functions (PBFs) you identified for
your organization, describe which functions
you would perform during this scenario and
how you would perform them.
Thank you. Are there any
questions?
David S. Calkins
Virginia Department of Emergency
Management
david.calkins@vdem.virginia.gov