Implementation Guide: Draft Emergency Action Plans, COOPs & Training Support Packages

# Standard schema and example populated facility data for EAP/COOP
# generation

# facility_data_model.py
# Standard schema for facility data inputs to EAP/COOP generation

FACILITY_SCHEMA = {
    "facility_id": "str — unique identifier (e.g., BLDG-001)",
    "facility_name": "str — official name",
    "address": {
        "street": "str",
        "city": "str",
        "state": "str",
        "zip": "str"
    },
    "classification": "str — Unclassified / CUI / Classified",
    "agency_tenant": "str — primary occupying agency/organization",
    "occupant_count": {
        "normal_operations": "int",
        "maximum_occupancy": "int",
        "after_hours_estimate": "int"
    },
    "floors": [
        {
            "floor_number": "int or str (e.g., 'B1', '1', '2')",
            "primary_function": "str (e.g., 'Executive Offices', 'Data Center', 'Lab')",
            "occupant_count": "int",
            "emergency_exits": ["str — door/stairwell descriptions"],
            "assembly_area": "str — location description",
            "aps_and_wardens": [
                {"name": "str", "role": "str (Warden/Deputy)", "phone": "str"}
            ]
        }
    ],
    "hazmat_storage": [
        {"location": "str", "material": "str", "quantity": "str", "sds_on_file": "bool"}
    ],
    "utility_shutoffs": {
        "gas": "str — location description",
        "electric": "str — location description",
        "water": "str — location description"
    },
    "backup_systems": {
        "generator": {"present": "bool", "capacity_kw": "int", "fuel_type": "str", "runtime_hours": "int"},
        "ups": {"present": "bool", "coverage": "str"},
        "backup_comms": ["str — radio, satellite phone, etc."]
    },
    "emergency_contacts": [
        {"role": "str", "name": "str", "primary_phone": "str", "alternate_phone": "str"}
    ],
    "local_emergency_services": {
        "police_non_emergency": "str",
        "fire_non_emergency": "str",
        "hospital": "str",
        "poison_control": "1-800-222-1222"
    },
    "nearest_shelter": "str — location for severe weather/shelter-in-place",
    "facility_security_officer": {"name": "str", "phone": "str", "email": "str"}
}

# Example populated facility data
EXAMPLE_FACILITY = {
    "facility_id": "BLDG-MAIN-01",
    "facility_name": "Headquarters Building — Main Campus",
    "address": {"street": "1234 Federal Drive", "city": "Arlington", "state": "VA", "zip": "22201"},
    "classification": "CUI",
    "agency_tenant": "Defense Logistics Agency — Headquarters",
    "occupant_count": {"normal_operations": 450, "maximum_occupancy": 600, "after_hours_estimate": 25},
    "floors": [
        {
            "floor_number": 1,
            "primary_function": "Lobby, Security, Cafeteria",
            "occupant_count": 80,
            "emergency_exits": ["North lobby main exit", "South loading dock exit", "West stairwell A"],
            "assembly_area": "North parking lot — Designated Zone A (marked with orange cones)",
            "aps_and_wardens": [
                {"name": "Smith, Jane", "role": "Warden", "phone": "703-555-0101"},
                {"name": "Jones, Mark", "role": "Deputy", "phone": "703-555-0102"}
            ]
        }
    ],
    "hazmat_storage": [
        {"location": "Basement mechanical room", "material": "Cleaning chemicals", "quantity": "50 gallons", "sds_on_file": True}
    ],
    "utility_shutoffs": {
        "gas": "Northwest exterior wall, red valve, key with Security Desk",
        "electric": "Basement electrical room, main breaker panel B-1",
        "water": "Mechanical room B-3, blue shutoff valve"
    },
    "backup_systems": {
        "generator": {"present": True, "capacity_kw": 500, "fuel_type": "Diesel", "runtime_hours": 72},
        "ups": {"present": True, "coverage": "Server room and critical workstations only"},
        "backup_comms": ["Motorola APX 8000 radios (Security desk)", "Iridium satellite phone (Emergency cache)"]
    },
    "emergency_contacts": [
        {"role": "Facility Manager", "name": "Williams, Robert", "primary_phone": "703-555-0200", "alternate_phone": "703-555-0201"},
        {"role": "Security Operations Center", "name": "SOC (24/7)", "primary_phone": "703-555-0911", "alternate_phone": ""}
    ],
    "local_emergency_services": {
        "police_non_emergency": "703-558-2222",
        "fire_non_emergency": "703-558-3333",
        "hospital": "Virginia Hospital Center — 1701 N George Mason Dr, Arlington VA",
        "poison_control": "1-800-222-1222"
    },
    "nearest_shelter": "Arlington County Emergency Shelter — Washington-Lee High School, 1301 N Stafford St",
    "facility_security_officer": {"name": "Thompson, Carol", "phone": "703-555-0300", "email": "carol.thompson@agency.gov"}
}

# eap_generator.py

from openai import AzureOpenAI
import os, json, datetime

client = AzureOpenAI(
    azure_endpoint=os.environ["AZURE_OPENAI_ENDPOINT"],
    api_key=os.environ["AZURE_OPENAI_KEY"],
    api_version="2024-08-01-preview"
)

EAP_SYSTEM_PROMPT = """You are an emergency management specialist with expertise in
OSHA 29 CFR 1910.38 and federal facility emergency planning. Generate Emergency Action
Plans that are clear, actionable, and formatted for use by all employees including
those without emergency management training.

RULES:
- Use plain language — avoid jargon; employees must understand this under stress
- Use numbered action steps for all emergency procedures
- Write in second person ("You should...", "Proceed to...")
- Every emergency type must include: recognition cues, immediate actions, evacuation/shelter actions, accountability procedures, and all-clear procedures
- Flag any facility-specific data gaps with [FACILITY DATA REQUIRED]
- Mark output as DRAFT requiring Facility Manager and Safety Officer review"""

def generate_eap(facility_data: dict) -> str:
    facility_json = json.dumps(facility_data, indent=2)

    user_prompt = f"""Generate a complete Emergency Action Plan (EAP) for the following facility.

FACILITY DATA:
{facility_json}

Generate all required sections per OSHA 29 CFR 1910.38 and GSA PBS P 100 standards:

1. INTRODUCTION AND SCOPE
2. EMERGENCY REPORTING PROCEDURES (how to report each emergency type)
3. EMERGENCY CONTACTS AND NOTIFICATION CHAIN
4. FLOOR WARDEN ORGANIZATION (by floor, with names/phones from facility data)
5. EMERGENCY PROCEDURES — generate a separate procedures section for each:
   a. Fire/Smoke
   b. Active Threat / Shelter-in-Place (Violence)
   c. Medical Emergency
   d. Severe Weather / Tornado
   e. Hazardous Materials Release
   f. Bomb Threat
   g. Power Outage
   h. Earthquake
   i. Utility Failure (gas leak, water main break)
   j. Civil Disturbance
6. EVACUATION PROCEDURES (general + floor-specific routes from facility data)
7. ASSEMBLY AREAS AND ACCOUNTABILITY
8. PERSONNEL WITH DISABILITIES — assistance procedures
9. VISITORS AND CONTRACTORS — emergency instructions
10. VITAL RECORDS AND EQUIPMENT — what to grab if safe to do so
11. PLAN MAINTENANCE — annual review schedule and revision history

Include a one-page Quick Reference Card at the end (emergency numbers + key actions for top 5 emergencies).

Facility data: {facility_json}"""

    response = client.chat.completions.create(
        model=os.environ["AZURE_OPENAI_DEPLOYMENT"],
        messages=[
            {"role": "system", "content": EAP_SYSTEM_PROMPT},
            {"role": "user", "content": user_prompt}
        ],
        temperature=0.1,
        max_tokens=4000
    )

    header = f"""[DRAFT — AI GENERATED — REQUIRES FACILITY MANAGER, SAFETY OFFICER, AND LOCAL EMERGENCY SERVICES COORDINATION BEFORE DISTRIBUTION]
[Revision: 1.0 — Initial Draft | Date: {datetime.date.today().isoformat()}]
[Review Due: {(datetime.date.today().replace(year=datetime.date.today().year+1)).isoformat()}]

"""
    return header + response.choices[0].message.content

# Generates a complete FCD-1/NIST SP 800-34 aligned COOP document from
# structured organizational data

# coop_generator.py

COOP_SYSTEM_PROMPT = """You are a federal continuity of operations planning specialist
with expertise in Federal Continuity Directive 1 (FCD-1), NIST SP 800-34, and
OMB M-19-17. Generate COOPs that meet federal requirements and are actionable
by personnel without prior continuity planning experience.

RULES:
- Follow FCD-1 required COOP elements exactly
- Mission-Essential Functions must be listed in priority order with RTOs
- Alternate facility details must be specific and verifiable
- Succession order must have at least 3 levels of depth
- All personnel information is CUI//PRVCY — mark accordingly on every page
- Mark output as DRAFT requiring agency leadership review and COOP coordinator approval"""

def generate_coop(org_data: dict) -> str:
    """Generate a draft COOP from organizational continuity data."""

    org_json = json.dumps(org_data, indent=2)

    user_prompt = f"""Generate a complete Continuity of Operations Plan (COOP) for:

ORGANIZATION DATA:
{org_json}

Generate all FCD-1 required elements:

SECTION 1: PURPOSE, SCOPE, AND APPLICABILITY
SECTION 2: MISSION-ESSENTIAL FUNCTIONS (MEFs)
   - List each MEF in priority order
   - Include: function description, responsible office, RTO (hours), dependencies
   - Primary MEFs (must continue within 12 hours)
   - Supporting MEFs (must continue within 30 days)

SECTION 3: ORDERS OF SUCCESSION
   - Agency Head succession (minimum 3 levels)
   - Key position succession for each MEF
   - Geographic and organizational dispersion requirements

SECTION 4: DELEGATIONS OF AUTHORITY
   - What authorities are pre-delegated during a continuity event
   - Limits of delegated authority
   - Conditions for invoking delegations

SECTION 5: CONTINUITY FACILITIES
   - Primary facility
   - Alternate facility (location, capacity, systems available)
   - Mobile/virtual operating capability

SECTION 6: CONTINUITY COMMUNICATIONS
   - Primary communication systems
   - Alternate communications (satellite, radio, GETS/WPS)
   - Communication tree and contact list

SECTION 7: VITAL RECORDS AND DATABASES
   - List of vital records by category
   - Location (original and backup)
   - Recovery procedures

SECTION 8: HUMAN CAPITAL
   - Essential personnel identification
   - Telework and remote work capability
   - Personnel accountability during continuity events

SECTION 9: DEVOLUTION OF CONTROL AND DIRECTION
   - Conditions for devolution
   - Devolution site and point of contact
   - Devolution procedures

SECTION 10: RECONSTITUTION
   - Decision criteria for reconstitution
   - Site restoration priorities
   - Return-to-normal operations procedures

SECTION 11: COOP PLAN MAINTENANCE AND TESTING
   - Annual review schedule
   - Test/training/exercise schedule (minimum: 1 tabletop + 1 functional per year)
   - Corrective action process

APPENDICES:
A: Emergency Contact Roster [MARK: CUI//PRVCY]
B: Vital Records Inventory
C: Alternate Facility Site Survey
D: Acronyms and Definitions

Organization data: {org_json}"""

    response = client.chat.completions.create(
        model=os.environ["AZURE_OPENAI_DEPLOYMENT"],
        messages=[
            {"role": "system", "content": COOP_SYSTEM_PROMPT},
            {"role": "user", "content": user_prompt}
        ],
        temperature=0.1,
        max_tokens=4000
    )

    return f"[DRAFT — AI GENERATED — CUI//PRVCY — REQUIRES AGENCY LEADERSHIP REVIEW]\n\n{response.choices[0].message.content}"

# tsp_generator.py

TSP_SYSTEM_PROMPT = """You are a military training development specialist with expertise
in Army training development doctrine (ADDIE model, Army Training Circular 25-30).
Generate Training Support Packages (TSPs) that meet Army standards and enable
standardized instruction delivery by qualified instructors.

RULES:
- Follow Army TSP format (Commander's Task Summary, Instructor Guide, Student Handouts, Test)
- Every learning objective must be measurable (use action verbs: identify, demonstrate, calculate, construct)
- Task/Condition/Standard must be precise and assessable
- Include safety warnings and environmental considerations where applicable
- Mark output as DRAFT requiring Training Developer and Master Gunner/Subject Matter Expert review"""

def generate_tsp(tsp_inputs: dict) -> str:
    inputs_json = json.dumps(tsp_inputs, indent=2)

    user_prompt = f"""Generate a complete Training Support Package (TSP) from the following inputs:

TSP INPUTS:
{inputs_json}

Generate all required TSP components:

PART 1: COMMANDER'S TASK SUMMARY
- Task Number and Title
- Task Conditions
- Task Standards
- Training Location
- Training Time Required
- References (FM, TM, AR, etc.)
- Safety/Environmental Considerations
- Equipment Required (trainer and trainee)

PART 2: INSTRUCTOR GUIDE
- Learning Objectives (Terminal and Enabling)
- Instructor Prerequisites
- Lesson Plan by Phase:
  * Motivator (5 min): why this task matters to the mission
  * Presentation (variable): content delivery with timing
  * Application (variable): hands-on practice activities
  * Check on Learning: formative assessment questions
  * Summary: key points reinforcement
- Instructor Notes and Teaching Points
- Common Student Errors and Corrections

PART 3: STUDENT HANDOUT
- Task overview in student-friendly language
- Step-by-step procedures
- Decision aids and checklists
- Reference quick cards

PART 4: PRACTICAL EXERCISE
- Exercise scenario
- Exercise tasks (individual and collective)
- GO/NO-GO criteria

PART 5: WRITTEN TEST
- 10 multiple-choice questions covering key learning objectives
- Answer key
- Remediation guidance for common wrong answers

TSP inputs: {inputs_json}"""

    response = client.chat.completions.create(
        model=os.environ["AZURE_OPENAI_DEPLOYMENT"],
        messages=[
            {"role": "system", "content": TSP_SYSTEM_PROMPT},
            {"role": "user", "content": user_prompt}
        ],
        temperature=0.2,
        max_tokens=4000
    )

    return f"[DRAFT — AI GENERATED — REQUIRES SME AND TRAINING DEVELOPER REVIEW BEFORE INSTRUCTIONAL USE]\n\n{response.choices[0].message.content}"

POST to Azure Function: regenerate_coop_with_updates
Body: {
  "base_coop_path": "[SharePoint path]",
  "update_inputs": "[collected changes from review tasks]"
}

SYSTEM PROMPT:
You are a federal continuity planning auditor. Compare the following existing COOP
against current Federal Continuity Directive 1 (FCD-1) requirements.

For each FCD-1 required element, assess the existing COOP:
- COMPLIANT: Element is present and meets current FCD-1 requirements
- OUTDATED: Element is present but references superseded guidance, outdated personnel, or expired dates
- INCOMPLETE: Element is present but missing required sub-components
- MISSING: Element is not addressed in the existing plan

For each non-compliant item:
- Describe the specific deficiency
- Cite the FCD-1 section requiring the element
- Estimate effort to remediate (Low / Medium / High)
- Recommend specific corrective action

Output as a structured gap analysis report with a compliance score (% of elements compliant).

EXISTING COOP:
{existing_coop_text}

SYSTEM PROMPT:
From the following Emergency Action Plan, generate a single-page Quick Reference Card
suitable for lamination and posting in offices and common areas.

FORMAT REQUIREMENTS:
- Maximum 400 words total
- Large, clear headers for each emergency type
- 3-5 bullet points maximum per emergency (most critical actions only)
- Bold the single most important action for each emergency type
- Include emergency phone numbers in a prominent box at the top
- Include assembly area location prominently
- End with: "For full procedures, see the complete Emergency Action Plan posted at [LOCATION]"
- Use plain language — no acronyms without spelling out
- Design for reading in 30 seconds under stress

EMERGENCY ACTION PLAN:
{eap_text}