[PDF] - IU READY - DEMO https://us.ready.kuali.org/iub Business Continuity PDF Document

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IU READY ‐ BCP Orientation Training ‐ PART 2

7/15/2011 Emergency Management & Continuity ‐ Business Continuity Planning 1

Mary Lou East-Emmons

Business Continuity Planning Manager maemmons@indiana.edu 812.855.8975

IU READY for Indiana University – PART #2

Emergency Management & Continuity

Business Continuity Planning Specialists

Cole S. Seger – IU Bloomington Eileen M. Robichaud – IU Bloomington Nathaniel J. DeVore – Regional Campuses

IU READY - DEMO

https://us.ready.kuali.org/iub

2 IU READY – a Kuali Foundation Product

IUN https:// . . . /iun IUSB https:// . . . /iusb IUK https:// . . . /iuk IUE https:// . . . /iue IUPUI https:// . . . /iupui IUB https:// . . . /iub IUS https:// . . . /ius

https://us.ready.kuali.org/iub

3 IU READY – BCP BOOKLET 4

 Overview of IU READY STEPS  Frequently Asked Questions (FAQ)  Things to Know BEFORE you plan  Glossary of BCP Terms

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IU READY ‐ BCP Orientation Training ‐ PART 2

7/15/2011 Emergency Management & Continuity ‐ Business Continuity Planning 2 https://us.ready.kuali.org/iub

IU READY – Opening Screen – (CAS) 5 IU READY – Opening Screen 6

Guidance Panel User’s Name & Campus

IU READY – Welcome Screen 7

HandyLinks - pull down menu

IU READY – Welcome Screen

‘Click’ on Button to Begin

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7/15/2011 Emergency Management & Continuity ‐ Business Continuity Planning 3

Preliminary ADMIN Set up

Administrator Control Screens

9

Administrator Control - Manage or Setup

Each RADIO BUTTON (21) requires manual input of content, (i.e., setup information.) Information can be as detailed or as simple as needed for campus BC planning. This work is done by the system Administrator prior to campus usage.

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CREATE A NEW PLAN CREATE A NEW PLAN

11

CLICK on button “GO TO THIS PLAN”

IU READY – Choose a Plan / Create a Plan 12

Click on button to “CREATE NEW PLAN”

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IU READY ‐ BCP Orientation Training ‐ PART 2

7/15/2011 Emergency Management & Continuity ‐ Business Continuity Planning 4

❷ ❶ ❸

Head of Unit

Acronym Org Chart Name of Unit

IU READY – Create a New Plan

Screen Entry – From the Bottom UP!

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Guidance Panel

Full email address

❹

This is the upper- most Dean/ Chair / Director for the area this plan will cover BCP Team will be happy to help with the naming convention for your area of responsibility…

14 IU READY – Create a New Plan

Vice Presidents Provost President Vice Provosts Chairs/Deans

Administrative / Operational Level Academic Level

(14) (33)

+

IUB

LEVEL 1

MAJOR DIVISION LEVEL

(47)

LEVEL 2

ACRONYM LEVEL

(188)

LEVEL 3 or 4 PLAN NAME

=

(235)

(∞#)

15 NAMING CONVENTION – IUB (Handout)

WEBSITE RESOURCE:

protect.iu.edu/bcp

❸ - Org Chart

The ORG CHART is derived from the highest level (just below

the IU PRESIDENT or PROVOST)

r next level down (DEAN,

VICE PRES. or VICE PROVOST, or SCHOOL OF…) THERE ARE 47 LEVELS Each BCC should choose the highest level of their reporting line just below the President or Provost.

NOTE: This selection is used internal to IU Ready and helps with canned reports or creation of new reports.

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7/15/2011 Emergency Management & Continuity ‐ Business Continuity Planning 5

Acronym

The ACRONYM field incorporates the ORG CHART abbreviations for level #1 (top/highest below the President or Provost) AND level #2 into one field. If your Department, Division,

r Unit (DDU) is several

levels down the reporting line, always pick the highest level below the Chancellor level, AND the next level down in the reporting line for YOUR selection. Example: At IUB, the Physical Plant (PP), reports to the Vice President for Capital Projects and Facilities (VPCPF). Therefore the Acronym would be = VPCPF-PP.

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❷

❹ ❷ ❶

Head of Unit Acronym Org Chart Name of Unit

Step #4 – Name of Unit Step #4 – Name of Unit

IU READY – Create a New Plan

Name of your DIVISION / UNIT Name of your DIVISION / UNIT

❸

Engineering Building Maintenance & Operations Building Systems Utilities Administration Support Services Finance Procurement Service Center

VPCPF – PP – Engineering (Mechanical) VPCPF -> VPCPF – PP -> Engineering ->

Click – “Create a New Plan”

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STEP – TABS (1-5)

Name of the Plan

Add / Remove Users Interview Forms Maintenance Buttons

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VPCPF – PP – Engineering (Mechanical)

Name of the Plan

Add as many names as need to complete the plan. Full Access …or… View Only

Guidance Panel

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VPCPF – PP – Engineering (Mechanical)

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Name of the Plan

Step 1: Department Identification

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VPCPF – PP – Engineering (Mechanical)

Guidance Panel

STEP ❶

Department Identification Includes: Number of Personnel Type of Department * Location(s) occupied * Evacuation Plans Cost Center ** Comments (if needed)

* Pull Down Menus ** Not used by any IU campuses

SAVE …. SAVE and CONTINUE

22

VPCPF – PP – Engineering (Mechanical)

STEP ❷

Critical Functions

Plans allow up to 999 Critical Functions or Non- Critical functions. The list

f functions may be placed

in the order desired by the user by changing the number and clicking on the “Reorder List” button A Level of Criticality (1, 2, 3, Deferrable) is set for each listed function. A set of Detail Screens (or sub-tabs) allow the collection of additional information about the specific function.

Click for Go To Detail Screens

23 24 Guidelines for Critical Functions

Identify Critical Functions in terms of functions and services, rather than processes or department names A critical functions has one or more of these attributes:

a. Has direct, immediate effect in preventing loss of life,

personal injury, or loss of property

b. Is required by law
c. Is absolutely essential for teaching or research
d. Provides vital support to critical function(s) of another

dept., unit, organization

e. MUST BE continued under all circumstances

f. CANNOT suffer a significant interruption

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On the PROTECT.IU.EDU – Resources “Critical Function Worksheet - Template WEBSITE RESOURCE:

protect.iu.edu/bcp

Critical Functions TEMPLATE

STEP ❷

Critical Functions

TABS

Space is provide for additional detailed information by function. The critical function title is located at the top just under the major-tabs. It indicates to the user the function for which they are entering information in the sub-tabs.

Sub-TABS

Additional information SUB-TABS includes:

a. Description
b. Peak Periods of service or functionality
c. Documents – place to upload
d. Dependencies – upstream & downstream
e. Consequences
f. How to cope IF…. Is not available
g. Action Items – A place to list what needs done.

Function Chosen

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TAB ❷.a

Critical Functions

Description

Space is provide for additional detailed information of the selected function. Provide the following: Brief Description Name of section / unit Responsible person SAVE …. SAVE and CONTINUE

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TAB ❷.b

Critical Functions

Peak Periods

This allows the user to indicate any months that have especially high activity in accomplishing the chosen function – EX: course – registration happens once per semester.

If the function is a daily / weekly activity, indicate this by putting “on-going” in the explanation needed box.

SAVE …. SAVE and CONTINUE

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TAB ❷.c

Critical Functions

Documents

Space is provide to upload important documents for this function. It does not matter the ‘flavor’ of the

file. It can be anything…

.pdf, .xls, .doc, etc… Provide the following: Name of document Description Owner Location where kept Medium Contact Person Back up SAVE …. SAVE and CONTINUE

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TAB ❷.d

Critical Functions

Dependencies

UPSTREAM = departments

(WITHIN campus) whose

reduced functioning would seriously impair your own department’s ability to perform the selected function. DOWNSTREAM = departments that would be seriously impacted if YOUR department could not perform the selected function If the department isn’t in the lists, users may add their

wn.

SAVE …. SAVE and CONTINUE

Pull-down lists

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TAB ❷.e

Critical Functions

Consequences

Of a Slow Recovery Suppose the function named is NOT restarted quickly enough following a crisis or disaster. Which of the listed “harmful consequences” might

ccur?

State what the maximum amount of time that could elapse before the ‘consequence’ would occur (0-2 days; 1 week; 2 weeks, etc.) and why. SAVE …. SAVE and CONTINUE

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TAB ❷.f

Critical Functions

How to Cope

This section requires short answers [one-to-several bullets or statements]. Give ideas for each key resource. Accept this challenge: We will continue (or rapidly restart) our teaching, research, patient car, and necessary support functions, no matter what the conditions. Key Resources Space Staff Unique Skills Working at Home Network Access Campus Closure Risk Show Stopper Added Vulnerabilities Policy Exceptions

32

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TAB ❷.g

Critical Functions

Action Items

Action Items are the most important things in a continuity

plan. They are ideas, not

commitments to act. What can be done to PREPARE? “What can be done before ___X___ to lessen its impact on this selected function?” Action items begin with a verb and can be stated in one sentence. EXAMPLES:

1. Update emergency contact

information each quarter.

2. Cross-train staff to create

P.O.’s

SAVE …. SAVE and CONTINUE Action Items Description Cost (pull down) Cost type Who’s response Comments

33

STEP ❸

Information Technology

Entry space for: Central Systems Departmental Applications Server info Work Station needs Action Items A set of Sub-Tabs requiring additional information are found under Departmental Apps, and Server info.

Sub-Tabs - Detail Screens

34

TAB ❸.a

Information Technology

Applications (CENTRAL)

Centrally Owned Applications are available in a pull-down

menu. Users have the choice

to add other applications if they are not in the list. Users are able to list the Level of Criticality (1, 2, 3, Deferrable) for chosen systems based on usage within their group.

Level of Criticality of IT

35

TAB ❸.b

Information Technology

Applications (DEPT.)

Departmental Applications are applications used and maintained by your department – or shared with very few departments. EXAMPLES: Software packages that ... Dispatch, Schedule, Trouble, Billing, Call Center, etc… Once listed, a “Go to Detail Screen” button should be completed.

List Proprietary Applications Detail Screens

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TAB ❸.c

Information Technology

Servers

Servers that are under your department’s direct control should be listed in this section. Once listed, a “Go to Detail Screen” button should be completed.

Detail Screens List Servers here

37

TAB ❸.d

Information Technology

Work Stations

This screen gathers information regarding percent of division / department / unit backup

procedures. Pull down

windows are provided. The intent is to get the IT Tech’s opinion on the adequacy of backup at the workstation level.

38

TAB ❸.e

Information Technology

How to RESTART

This scree should be addressed to your IT staff. This screen gathers information regarding RESTART procedures:

Where to purchase

hardware

Where is system software
Environmental Needs
IT Staff adequate for size
f department
List the obstacles

Remember to SAVE or SAVE and CONTINUE on every screen.

39

TAB ❸.f

Information Technology

Action Items

Action Items are the most important things in a continuity

plan. They are ideas, not

commitments to act. What can be done to PREPARE? “What can be done before ___X___ to lessen its impact on this selected function?” Action items begin with a verb and can be stated in one sentence. EXAMPLES:

1. Implement standard

architecture for all dept. work- stations.

2. Complete call tree
3. Collocate all desktop

software

SAVE …. SAVE and CONTINUE Action Items Description Cost (pull down) Cost type Who’s response Comments

40

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7/15/2011 Emergency Management & Continuity ‐ Business Continuity Planning 11

STEP ❹

Instruction

This section is for academic departments that provide instruction – undergrad or grad, etc. Once you choose your academic department, a set

f Sub-Tabs allow the user

to list the

High Priority Courses
ID the continuity

practices in place, and list information about the Special Teaching Issues – (i.e., Labs, Studios, Field Work, etc.)

Sub-Tabs - Detail Screens

41

TAB ❹.a

Instruction

High Priority Courses

A course is considered High Priority if it meets three of these four listed criteria: Undergraduate course … 1) large-enrollment course 2) taught one a year 3) required by graduating seniors 4) it is a pre-requisite for a major

r, part of a sequence.

Graduate course … 1) Grad-level courses in professional schools – (i.e. law, business, health science) – that meet the 1st and 2nd criteria will also be considered High Priority

42

Add ‘button’

TAB ❹.b

Instruction

All Courses

(undergrad only) Considering all the undergraduate courses offered within your dept, division or unit, answer the per- centage of usage and if it could be expanded for the following: 1) Oncourse 2) Grades – Grades Tool 3) Good Communication with AI’s 4) Common Course Materials

SAVE or Save and Continue

43

TAB ❹.c

Instruction

Departmental Practices

Strategies for identifying substitute instructors may vary by discipline and by course type. Your “backup plan for academic personnel” need not be a formal document – but it is important to discuss this topic and take appropriate action. Recommended Practice: 1) Strategy for Disaster Communication 2) Backup Plan for Academic Personnel 3) Faculty Leaves 4) Innovative Pedagogy

SAVE or Save and Continue

44

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TAB ❹.d

Instruction

Special Teaching Issues

Many courses require specialized resources, for example:

Laboratories
Studios
Field work / Internships
Specialized instructional software
Access to collections

SAVE or Save and Continue Add ‘button’

45

TAB ❹.e

Instruction

Action Items

The previous INSTRUCTION screens have raised numerous issues that affect readiness to continue teaching under adverse circumstances. What can be done to PREPARE? “What can be done before any disaster to become more ready to continue the curriculum?” EXAMPLES:

1. Discuss instructional

continuity topics periodically at department meetings.

SAVE …. SAVE and CONTINUE Action Items Description Cost (pull down) Cost type Who’s response Comments

46

STEP ❺

Key Resources

This section allows for entry of the resources – human, equipment, supplies, etc. A set of Sub-Tabs (a.- j.) require entry of key personnel (internal and external) contact information, who can work at home, document storage, and quantities of equipment and supplies needed.

Sub-Tabs - Detail Screens

SUB-TABS includes:

a. Staff Basics – for the office or unit
b. Work from Home – list of who can and can’t
c. Teams
d. Skills
e. Staffing Requirements
d. Staff of Other Units – contact information
d. Stake Holders – vendors, partners, donors
e. Document Summary
f. Equipment & Supplies – post crisis needs
g. Facilities &

Transportation – unique needs

47

SAVE THIS SECTION

TAB ❺.a

Key Resources

Staff Basics

Every unit is asked to keep its

wn list of home contact

information for faculty & staff. Section 2: Key People in Your Unit: Resist the temptation to list all staff under “Key People..” These folks are the ones you would call upon first in time of crisis – who have the experience, skills, or authority to help “sort thing out” and plan the next steps.

48

SAVE THIS SECTION

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TAB ❺.b

Key Resources

Work from Home

Most units have personnel who have jobs that could be done from home – or at least … some of it. There are several methods to gain this information. Once you know “WHO…”, then you need a strategy to enable key staff who can’t. Can you loan them equipment? Can your IT support team support folks working from home?

49

SAVE or Save and Continue Add ‘button’

TAB ❺.c

Key Resources

Teams (up to 10 teams)

This screen identifies the ‘kind of’ teams you would need to recover your services should regular staff (or providers NOT be available). Examples – Custodial Team – with special skill to work with tissue refuse. Animal Handlers – 24/7 service in research areas. Medical Staff – triage teams to assist with injuries. Oracle Service Team - specializing in brining up in- house servers.

50

Add ‘button’

TAB ❺.d

Key Resources

Skills

If a particular skill will be needed post-disaster, include it on your list even though you think you will “have it covered”. Many are listed in a pull-down list. The list of skills, licenses,

r certifications that might

be needed Example – process payroll. Even through you have a person who does payroll, he/she might not be available.

51

Add ‘button’ SAVE or Save and Continue

TAB ❺.e

Key Resources

Staffing Requirements

The extreme demands we may face during a crisis may require temporary realignment of staff. This screen attempt to address the need by asking you how many and what types of staff might be available to assist elsewhere.

52

Add ‘button’ SAVE or Save and Continue

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TAB ❺.f

Key Resources

Staff of Other Units

Who are the most important people from elsewhere on campus? Collect this information from all facets of the covered department / division / unit because:

Crucial staff may not be

reachable

Offices may not be

accessible

Computer networks may

be down

Leaders/managers may

have to handle issues

utside their normal

spheres.

53

SAVE or Save and Continue Add ‘button’

TAB ❺.g

Key Resources

Stakeholders

There will be other people that staff may need to contact after a disruptive event? – vendors, clients, project partners, sponsors, other stakeholders. Collect this information from all facets of the covered department / division / unit. Vendors Note – include only those that your department makes individual purchases from (as opposed to those vendors who sell in bulk to central purchasing department).

54

SAVE or Save and Continue Add ‘button’

TAB ❺.h

Key Resources

Document Summary

Documents uploaded through this screen and copied to a secure server, for access by authorized people only. They also remain in their current location on your own computer

r server.

If a document is confidential or sensitive, please describe it but do not upload it. Although your plan lives on a secure server, any current user of your plan can grant access privileges to anyone else.

55

SAVE or Save and Continue Add ‘button’

TAB ❺.i

Key Resources

Equipment & Supplies

This screen allows entry of information about “things needed” – the minimum equipment one would need to perform ALL critical functions. The entries should be only for the department / division / unit this plan covers. If needed a comment section is available. If there are other items needed (specialty equipment), list those in OTHER EQUIPMENT. In SUPPLIES, list the consumable supplies your unit needs in order to function. If you prefer, upload lists on the DOCUMENT screen. Indicate in the first field the name of the document – “See Equipment_List010611for information”

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TAB ❺.j

Key Resources

Facilities & Transportation

Facilities – List briefly any special space

r facilities needs that are IN ADDITION

TO your office / classroom / lab needs.

Examples of “Special space or facilities needed”: * parking for vehicles * secure space for cash-handling * 5 surgical suites * licensable space for child care

Transportation – List any special transportation needs.

Examples of “Transportation needs”: * segway * club-car (electric golf carts / gas gators) * div. car, trucks/vans, squad cars, * trailers * bicycles

Other Resources – Are there other resources you will need to continue / resume your critical functions?

57

SAVE or Save and Continue

ACTION ITEM Summary

Action Items are the most important things in a continuity plan. They are things that could be done now or anytime before a disaster strikes to make your unit more prepared. Action Items begin with a Verb and can be stated in

ne sentence. They are

ideas, not commitments to act. Action Items previously added during previous steps are listed here. You may other additional action items here.

58

Name of the Plan

Maintenance Buttons

59

VPCPF – PP – Engineering (Mechanical)

IU READY – Complete Printed Plan

PLAN HOME

Printing Menu Available: Right Menu Bar From ‘HandyLinks’

(available at any time)

Allows Print or View: Continuity Plan(s) Uploaded Documents Interview Forms Printing Menu

IU READY – Complete Printed Plan 60

Printing Menu Allow View and/or Print: Continuity Plan(s) …or specific sections Uploaded Documents Interview Forms

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Printed .pdf

IU Ready creates a Portable Document Format (.pdf) that can be viewed on screen or printed as a hardcopy. Print Save Email # of pages

IU READY – Complete Printed Plan 61

TRACKING REPORTS

62 Departmental Tracking Document

GREEN – BLUE – ORANGE - YELLOW – RED Tracking Method

63

Send copy of your area’s Tracking Document monthly to

bcp@indiana.edu

WEBSITE

64

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65 References - Materials WEBSITE – protect.iu.edu/bcp businesscontinuity.iu.edu

User Guide to Business Continuity / Resumption Planning Business Continuity Coordinator (BCC) Planning Checklist IU READY web-base planning tool: (by specific campus) Bloomington http://us.ready.kuali/iub IUPUI (Indianapolis) http://us.ready.kuali/iupui IUPU – Columbus http://us.ready.kuali/iupuc IU North (Gary) http://us.ready.kuali/iun IU South Bend http://us.ready.kuali/iusb IU Kokomo http://us.ready.kuali/iuk IU East (Richmond) http://us.ready.kuali/iue IU Southeast (New Albany) http://us.ready.kuali/ius Email us at: bcp@indiana.edu

QUESTIONS??

66

Indiana University BUSINESS CONTINUITY PLANNING …success Mike Lane (2007) – Cagle Cartoons

Mary Lou East-Emmons

Business Continuity Planning Manager

1469 E. 17th Street Bloomington, IN 47408

Office 812.855.8975 Cell 812.345.0234

BCP Team Contact Information

Nathaniel DeVore

BCP Specialist – Regional Campuses

351 W. 10th Street Indianapolis, IN 46202

Office 317.274.8151 Cell 657.464.0183

Cole S. Seger

BCP Specialist – IUB Campus

1469 E. 17th Street Bloomington, IN 47408

Office 812.855.5942 Cell 812.630.4183

Eileen Robichaud

BCP Specialist – IUB Campus

1469 E. 17th Street Bloomington, IN 47408

Office 812.855.3212 Cell 812.345.0987

67

Eileen Mary Lou Cole Nathaniel

bcp@indiana.edu