Testing Your Emergency Restoration Plan (ERP)

Electric cooperatives only have a few more weeks to test their Emergency Restoration Plan (ERP) in order to meet the Rural Utilities Service (RUS) deadline of January 12, 2007.  By that date, all RUS borrowers should have tested their ERP, made corrections as needed to address the results of the testing, and submitted confirmation of the testing in writing to RUS.  RUS borrowers, who have not completed the ERP and tested the plan by that deadline, may not be able to obtain advances of loan funds or submit new loan approval applications.

Guidelines for testing the plan are outlined in the RUS Bulletin 1730B-2.  Electric cooperatives can test the plan using one of three methods: 1) Utilize a significant portion of the ERP as a result of a natural disaster; 2) Participate in a joint exercise with other utilities, RUS borrowers, or state/county agencies; or 3) Perform a tabletop exercise.  The RUS defines a tabletop exercise as:

Tabletop Exercise: A hypothetical emergency response scenario in which participants get together around a table and identify the policy, communications, resources, data, coordination, and organizational elements associated with an emergency response.  The tabletop exercise should be conducted with management and personnel who have a key emergency management responsibility. In a conference room setting, describe an emergency scenario and have participants discuss their responsibilities and how they would react to the situation. Based upon this discussion, identify areas of confusion and overlap, and modify the plan accordingly. (Source: RUS Bulletin 1730B-2)

Most electric cooperatives will probably want to use the tabletop testing option since it provides a good opportunity to discuss the ERP with key staff members and better prepare the cooperative in the event of an actual emergency.  In order to conduct an effective tabletop exercise, key objectives should be established prior to conducting the exercise.  These could include:

• Test the existing ERP process and procedures, and document any shortcomings.
   

• Resolve questions of coordination and responsibilities in the event of an actual emergency.
   

• Familiarize participants with the administration of response procedures.
   

•  Demonstrate the need for communications and cooperation during an emergency or disaster situation.
   

• Provide insights into what resources might be needed in the event of an actual emergency.
   

• Use the results of the tabletop exercise to update and improve the ERP.

While some electric cooperatives will choose to do the tabletop exercise internally, others are using outside consulting firms to assist with this effort.  Using an outside firm may result in additional cost, but it normally reduces the work load for the electric cooperatives and results in a more effective exercise.  Regardless of the method you choose to conduct the exercise, it’s important to use the results of the exercise to update the ERP and make it a more accurate and effective document.  RUS also encourages electric cooperatives to pay special attention to keeping all contact information up-to-date, especially employee phone numbers and key vendors.

EnerVision has already assisted several electric cooperatives in developing and facilitating ERP tabletop testing exercises.  If you would like additional information on how EnerVision can assist you or have any questions regarding the RUS guidelines, please contact Charles Nash or Robert Duval at 888-999-8840.