Thats my lifes work Thats my lifes work and I dont have and I - - PowerPoint PPT Presentation

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IU READY ‐ BCP Orientation Training ‐ PART 1

8/1/2011 Emergency Management & Continuity ‐ Business Continuity Planning 1

Mary Lou East-Emmons

Business Continuity Planning Manager maemmons@indiana.edu 812.855.8975

Business Continuity Planning for Indiana University – PART #1

Emergency Management & Continuity

Business Continuity Planning Specialists

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

“That’s my life’s work … and I don’t have another life …”

A Researcher from CSU, Northridge watching his office burn down after the1994 earthquake (Source: Academic Aftershocks)

“That’s my life’s work … and I don’t have another life …”

A Researcher from CSU, Northridge watching his office burn down after the1994 earthquake (Source: Academic Aftershocks)

2 3 Agenda

• Introduction of . . .

Emergency Management & Continuity Team BUSINESS CONTINUITY (BC) Team

• Emergency Management & Higher Education GRANT
• What is Business Continuity?
• Indiana University [BC/RP] Objectives
• BC Process: Materials – Tools – Resources
• Instruction on – IU READY
• Introduction of . . .

Emergency Management & Continuity Team BUSINESS CONTINUITY (BC) Team

• Emergency Management & Higher Education GRANT
• What is Business Continuity?
• Indiana University [BC/RP] Objectives
• BC Process: Materials – Tools – Resources
• Instruction on – IU READY

Introduction of

Emergency Management & Continuity

and

Business Continuity Planning Team

Introduction of

Emergency Management & Continuity

and

Business Continuity Planning Team

4

SLIDE 2

IU READY ‐ BCP Orientation Training ‐ PART 1

8/1/2011 Emergency Management & Continuity ‐ Business Continuity Planning 2

Primary Location: IUPUI IUB

Office VP for Univ. Regional Affairs, Planning & Policy 5

• M. Bruhn

AVP Pub. Safety & Insti. Assur.

• J. Palmer
• Dir. Legis. Policy

& Analysis

• J. Kennedy

AVP Stdt

• Enroll. Srvc.

Michael McRobbie

President, Indiana University Mike Jenson IUB Envir. Health & Safety Mike Jenson IUB Envir. Health & Safety Rich Strong Director, IUPUI Envir. Health & Safety Rich Strong Director, IUPUI Envir. Health & Safety Marie Ambern

Support Staff IUB PS&IA

B. Bicheimyer

AVP Univ. Acad. Plan & Reg. Aff.

• V. Borden

AVP Univ. Insit.

• Res. & Reptg
• S. Moke
• Dir. Comm.

Doug Pearson

• Tech. Dir,

REN‐ISAC

Doug Pearson

• Tech. Dir,

REN‐ISAC Diane Mack

• Univ. Dir. Emerg.

Mgmt & Continuity Diane Mack

• Univ. Dir. Emerg.

Mgmt & Continuity Diane Mack

• Univ. Dir. Emerg.

Mgmt & Continuity

Thomas Davis

Chief Security Officer

Thomas Davis

Chief Security Officer

Jerry Minger

• Univ. Dir.

Public Safety

Jerry Minger

• Univ. Dir.

Public Safety

John Applegate

• Exec. Vice President for University

Regional Affairs, Planning, and Policy www.indiana.edu/~vpurapp

Brad Wheeler

Vice President & CIO – Information Technology M.B. Lavagnino Chief Privacy Off. & Compliance Coord. M.B. Lavagnino Chief Privacy Off. & Compliance Coord.

Mark S. Bruhn

Associate VP for Public Safety and Institutional Assurance

…~vpurapp/safety/index.shtml Deb Fletcher IUB Director, EMC Regional Emergency Planning Workgroup Joe Romero Regional Director, EMC Carlos Garcia IUPUI Director, EMC IUPUI Emergency Planning Committee IUB Emergency Planning Committee Campus Administration (budget, policy) University Emergency Prep Committee

Diane Mack

University Director, Emergency Management and Continuity Flyaway Team (Common Response Capability)

John Applegate

• Exec. Vice President for University

Regional Affairs, Planning, and Policy www.indiana.edu/~vpurapp Marge Abels, Senior Analyst, EMC Mary Lou East‐ Emmons, BCP Manager Troy Barnes, Senior Planner, EMC

• N. DeVore

EMHE Grant (Regionals)

• E. Robichaud

EMHE Grant (IUB)

• C. Seger

EMHE Grant (IUB) Primary Location: IUPUI IUB

Steve Arthur

Coordinator EMC IUB Emerg. Ops.

Steve Arthur

Coordinator EMC IUB Emerg. Ops. Marilynn Mundy Coordinator EMC IUB Emerg. Ops. Marilynn Mundy Coordinator EMC IUB Emerg. Ops.

Ken Long

Asst Director, IUB Emergency Operations

Ken Long

Asst Director, IUB Emergency Operations

Marie Ambern

Support Staff IUB PS&IA

Jessie Campbell

Support Staff IUPUI IUEMC

IU Emergency Management and Continuity (UEMC) 6

protect.iu.edu/emergency

• VISION

VISION ‐ Indiana University will maintain a culture of

preparedness and be a safe and resilient environment in which the students, faculty, staff, and visitors feel secure in their pursuit of individual and institutional goals.

• MISSION – The IU Department of UEMC will collaborate

with partners internal and external to the University to develop and maintain a comprehensive, system‐wide, all‐ hazards emergency preparedness program that enables the University to prevent, mitigate, prepare for, respond to, provide continuity during, and recover from any incident, and builds resilience throughout all processes.

UEMC Vision & Mission Statement 7

… PROCE … PROCESS OF … OF …

… Preparing for … Mitigating … Responding to … Recovering from an emergency or interruption

… … with SEVERAL COMPONENTS th SEVERAL COMPONENTS :

… Planning (critical) – … Training … Testing … Conducting Drills … Coordination of activities with other

… PROCE … PROCESS OF … OF …

… Preparing for … Mitigating … Responding to … Recovering from an emergency or interruption

… … with SEVERAL COMPONENTS th SEVERAL COMPONENTS :

… Planning (critical) – … Training … Testing … Conducting Drills … Coordination of activities with other

8 Emergency Management is …

SLIDE 3

IU READY ‐ BCP Orientation Training ‐ PART 1

8/1/2011 Emergency Management & Continuity ‐ Business Continuity Planning 3

Why is BCPT* here . . . ??

BCP Team Responsibilities // Our Mission

[ for each academic and administrative unit ]

• to provide leadership in coordinating, assessing, developing,

and communicating business continuity planning principles

… work with, advise, train, coach, instruct, demo, follow‐up…

• to educate the campus departments and colleges on the

development, testing, and maintenance of YOUR Business Continuity Plan

• advise departments / divisions / units toward completion of

their plan(s)

9

NOT … to write your departmental plan

Emergency Management & Higher Education

(Department of Education)

2010 GRANT Emergency Management & Higher Education

(Department of Education)

2010 GRANT

10 Emergency Management for Higher Education Grant

• “Develop a comprehensive, campus‐wide, all‐hazards emergency

preparedness program that incorporates the four phases of emergency management – prevention/ mitigation, preparedness, response, and recovery.”

• 24 month grant – deadline September 2012
• $642,847 granted to IUB, IUSE, IUK, IUE, IUN, IUSB includes

various projects

11 Emergency Management for Higher Education Grant

• Business Continuity Planning – one of eleven projects

#1 – Meet with 100% of all IU departments #2 – 100% of all departments have a completed BC Plan

12

SEPT

AWARD

DEC NOV OCT

INITIAL MEETING

2010 MAR FEB JAN JUN MAY APR SEPT AUG JUL DEC NOV OCT 2012 MAR

INTERNS HIRED

FEB JAN JUN MAY APR SEPT AUG JUL DEC NOV OCT 2011

TRAINING & TOOL & MATERIALS PREP INTERVIEWS

IUB, IUN, IUSB, IUK, IUE, IUS – Meet & Train at least one (1) person from each department / division / unit or area on each campus regarding the BCP concepts and components, the IU-READY web based tool by … 12/31/11 IUB, IUN, IUSB, IUK, IUE, IUS – by campus - 100% of all departments trained should have a COMPLETED Business Continuity Plan(s) approved by their upper management … 8/31/12

Objectives

SLIDE 4

IU READY ‐ BCP Orientation Training ‐ PART 1

8/1/2011 Emergency Management & Continuity ‐ Business Continuity Planning 4

What is Business Continuity? Why is it soooo important? What is Business Continuity? Why is it soooo important?

13

Potential University Interruptions

• Fire

… IUB Student Building renovation (1990)

• Tornado … Winter Weather (Storms/Ice (2/2011))
• Train derailments
• Hazard spill … 46 Bypass by IU Foundation (2003)
• Flooding … including from the ceiling
• Research / Experiments ‐ sabotage
• Earthquake / Explosion
• Civil Disturbance
• Loss of . . .

computers / networking communications space (building or office) people research data power

14

Here is A GOOD REASON…#1

Union University

Jackson, TN

80 miles E of Memphis 120 miles W of Nashville 1200 students on campus 51 students hospitalized 16 students entrapped 9 serious injuries 0 fatalities 1100/1200 cars damaged Every Building (but 1)… 20% housing was USEFUL

F4 - TORNADO

February 5, 2008 at 7:00 p.m.

2008 Super Tuesday – 87 Confirmed Tornadoes in 15 hours with 57 deaths

Union Univ.

15

Here is A GOOD REASON…#1

16

Posted to Flicker – March 26, 2008

Union University

Jackson, TN

$40M in damages

• Feb. 5 – TORNADO HIT @ 7:00pm
• Feb. 7 – Dorm recovery begins
• Feb. 7 – Students sent home
• Feb. 8 – Bag & Recover (volunteers)
• Feb. 11 – Dorms demolished
• Feb. 12 – Faculty relocation plan
• Feb. 14 – Modified schedules
• Feb. 14 – Course calendar revised
• Feb. 19 – Moving in at JETT (300)
• Feb. 20 – Replacement textbooks
• Feb. 20 – Classes reopen
• Feb. 22 – Dorm groundbreaking (14)

(1/2 complete by Sept 1 – 700 students)

• Feb. 25 – Construction begins

SLIDE 5

IU READY ‐ BCP Orientation Training ‐ PART 1

8/1/2011 Emergency Management & Continuity ‐ Business Continuity Planning 5

Here is A GOOD REASON…#2

September, 2009 ‐ An aerial image of IU Northwest [Gary, IN] Flooding along the Little Calumet River – remnants of hurricane IKE. (looking south)

17

Here is A GOOD REASON…#3

18

Indiana University – Student Building Fire - 1990

Poor planning or ‘NO’ Business Continuity Plan can leave your department / division/ unit in confusion or chaos should an interruption, crisis, or disaster strike effecting the campus. …. Sooo…What do you do when? 19

• A collection of…

1) resources 2) actions 3) procedures … and 4) information that is developed, tested, and held in readiness for use in the event of a major disruption of business

• perations

20 Business Continuity Planning IS …

SLIDE 6

IU READY ‐ BCP Orientation Training ‐ PART 1

8/1/2011 Emergency Management & Continuity ‐ Business Continuity Planning 6

• NOT a project…
• NOT a one‐time task…
• NOT for a fixed length of time…
• It IS a “mind‐set” – consider it a Culture Change …
• It MUST BE viewed as an on‐going, living program!
• It MUST BE considered as a constant in everyday business
• It MUST BE communicated / trained / viewed / reviewed

…CONTINUALLY

21 Business Continuity Planning IS …

Indiana University

Business Continuity /Resumption Planning

(BC/RP) Objectives Indiana University

Business Continuity /Resumption Planning

(BC/RP) Objectives

22

Indian ana U a University versity is a a SYSTEM of M of 8 campuse uses

System‐wide Business Continuity Plans …

• Enables the university to quickly and effectively manage and

resolve emergency situations

• Keeps performance in line with university / state and federal

protocols and standards

• Takes advantage of previous work and currently positioned

resources

• Enables academic and administrative units to
• concentrate on what they know best
• call on other resources outside their familiar business

components

23 User Guide to Business Continuity 24

Key Points:

Organize the Project Impact Analysis Outline Recovery Steps Write Plan Test Plan Maintain the Plan

Assumptions:

Worst-case scenario … Normal staff NOT available… Use sufficient detail in plan Prioritize Critical Functions Leave ____ to other departments

SLIDE 7

IU READY ‐ BCP Orientation Training ‐ PART 1

8/1/2011 Emergency Management & Continuity ‐ Business Continuity Planning 7

University GLOBAL Services

~ ~ Campus Services - Assumptions ~ ~

A campus‐wide or system‐wide service that is utilized by all departments:  Mail Services  Transportation  Health Services  Dean of Faculties  Parking Operations  Physical Plant / CFS  Telecommunications  IU Police Departments  Dining Services / Food Stores  Communications & Marketing / University Relations

25

 Enrollment Services / Admissions / Bursar / and Office of Registrar  Financial Management Services (FMS)  Campus Administration – President  Emergency Management (IUEMC)  Financial Aid / Student Loans  Human Resources (HR)  Risk Management  Purchasing  IT Services (UITS)

BC Process

Materials - Tasks - Resources

BC Process

Materials - Tasks - Resources

26 Business Continuity Coordinator ROLES

• Leader, facilitator, organizer . . .
• Coordinate the development, testing, and updates of

the departmental plan

• Act as liaison between Department and Business

Continuity Planning Manager

• Coordinate departmental efforts during recovery

27

Who should be a part of the DCC

• BCC & ABCC
• Decision Makers
• Directors / Assistants
• Service Owners / Managers
• IT Staff

What is the PURPOSE of the DCC?

• Commitment to completion of BC plan(s)
• Keep BCP Process on task
• Resolve questions
• Set internal policies
• Determine single or multiple plan(s)

28 Departmental Continuity Committee (DCC)

SLIDE 8

IU READY ‐ BCP Orientation Training ‐ PART 1

8/1/2011 Emergency Management & Continuity ‐ Business Continuity Planning 8

Business Continuity Process 29 IU READY – HELPFUL TIPS & HINTS 30

 IU D,D,DH’s – PROVIDE SUPPORT / AUTHORITY to faculty/staff to enable completion of the BCP task  BCC’s – SEEK FULL BUY-IN from upper management to compete the task  Create a DEPARTMENTAL CONTINUITY COMMITTEE (DCC) or Group  Plan to meet! SET SCHEDULED MEETINGS INTERVALS till the plan(s) is finished.  Determine if ONE PLAN or MULTIPLE PLANS are needed for your area  Know and document your COMMAND STRUCTURE  BCC’s –> Assign different areas within IU Ready (TABS or SUB-TABS) of the plan(s) to different members within your area.

• a. count the needed basic office items – phones, computers, tables, chairs, etc.
• b. collect the ‘work-at-home-office’ information
• c. collect the communication and/or emergency contact information

 Set realistic but firm deadlines – and stick to them!  .Avoid use of Acronyms within the plan – If you use them spell it out at it’s first appearance  If a question does not apply to your area – ENTER ‘N/A’ in the answer field

IU READY

OVERVIEW

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

31 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/......

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SLIDE 9

IU READY ‐ BCP Orientation Training ‐ PART 1

8/1/2011 Emergency Management & Continuity ‐ Business Continuity Planning 9

Readiness is cheap and easy!

…only if you think about it ahead of time…

33

Business Continuity Plan Options

• - Single Plan vs. Multiple Plans --

Business Continuity Plan Options

• - Single Plan vs. Multiple Plans --

34 35 BC Plan Options – Single Plan

Single Plan – one plan for the entire department / unit / area

( organize the listed functions into GROUPS by area using initials )

SCHOOL OF DENTISTRY – Plan Pages: 117 Critical Functions: 27 Covers: Research, Academics, Operations, Clinicals

36 BC Plan Options – Multiple Plans

• Multiple Plans – one UMBRELLA PLAN (UP) with other plans

– several supporting plans by area or service – OP‐ contain the unique functions or services offered – UP – contains GLOBAL FUNCTIONS ‐ i.e., Purchasing, Budget, Payroll, etc.

SLIDE 10

IU READY ‐ BCP Orientation Training ‐ PART 1

8/1/2011 Emergency Management & Continuity ‐ Business Continuity Planning 10

37 BC Plan Options – Multiple Plans

WEBSITE

38 39 References - Materials WEBSITE –

www.protect.iu.edu www.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

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

40

Eileen Mary Lou Cole Nathaniel

bcp@indiana.edu

SLIDE 11

IU READY ‐ BCP Orientation Training ‐ PART 1

8/1/2011 Emergency Management & Continuity ‐ Business Continuity Planning 11

QUESTIONS??

41

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

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