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 [email protected]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 the 1994 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 the 1994 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
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IU READY ‐ BCP Orientation Training ‐ PART 1 8/1/2011
Emergency Management & Continuity ‐ Business Continuity Planning 1
Business Continuity Planning for Indiana University – PART #1Emergency Management & Continuity
Business Continuity Planning Specialists
Cole S. Seger – IU BloomingtonEileen 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
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
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M. BruhnAVP Pub. Safety & Insti. Assur.
J. PalmerDir. Legis. Policy
& Analysis
J. KennedyAVP Stdt
Enroll. Srvc.
Michael McRobbiePresident, Indiana University
Mike JensonIUB Envir. Health
& Safety
Mike JensonIUB Envir. Health
& Safety
Rich StrongDirector,
IUPUI Envir. Health & Safety
Rich StrongDirector,
IUPUI Envir. Health & Safety
Marie AmbernSupport StaffIUB PS&IA
B. BicheimyerAVP Univ. Acad. Plan & Reg. Aff.
V. BordenAVP Univ. Insit. Res. & Reptg
S. MokeDir. Comm.
Doug PearsonTech. Dir, REN‐ISAC
Doug PearsonTech. Dir, REN‐ISAC
Diane MackUniv. Dir. Emerg.
Mgmt & Continuity
Diane MackUniv. Dir. Emerg.
Mgmt & Continuity
Diane MackUniv. Dir. Emerg.
Mgmt & Continuity
Thomas DavisChief Security
Officer
Thomas DavisChief Security
Officer
Jerry MingerUniv. Dir.
Public Safety
Jerry MingerUniv. Dir.
Public Safety
John ApplegateExec. Vice President for University
Regional Affairs, Planning, and Policywww.indiana.edu/~vpurapp
Brad WheelerVice President & CIO – Information
Technology
M.B. LavagninoChief Privacy Off. & Compliance
Coord.
M.B. LavagninoChief Privacy Off. & Compliance
Coord.
Mark S. BruhnAssociate VP for Public Safety and Institutional Assurance…~vpurapp/safety/index.shtml
Deb FletcherIUB Director,
EMC
RegionalEmergency Planning
Workgroup
Joe RomeroRegional Director, EMC
Carlos GarciaIUPUI Director,
EMC
IUPUIEmergency Planning Committee
IUB Emergency Planning Committee
Campus Administration (budget, policy)
University Emergency
PrepCommittee
Diane MackUniversity Director,
Emergency Management and Continuity
Flyaway Team (Common Response Capability)
John ApplegateExec. Vice President for University
Regional Affairs, Planning, and Policywww.indiana.edu/~vpurapp
Marge Abels,Senior Analyst,
EMC
Mary Lou East‐Emmons,BCP Manager
Troy Barnes,Senior Planner,
EMC
N. DeVoreEMHE Grant(Regionals)
E. RobichaudEMHE Grant
(IUB)
C. SegerEMHE Grant
(IUB)
Primary Location: IUPUI IUB
Steve ArthurCoordinator EMCIUB Emerg. Ops.
Steve ArthurCoordinator EMCIUB Emerg. Ops.
Marilynn Mundy Coordinator EMCIUB Emerg. Ops.
Marilynn Mundy Coordinator EMCIUB Emerg. Ops.
Ken LongAsst Director, IUB Emergency Operations
Ken LongAsst Director, IUB Emergency Operations
Marie AmbernSupport StaffIUB PS&IA
Jessie CampbellSupport StaffIUPUI IUEMC
IU Emergency Management and Continuity (UEMC)
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protect.iu.edu/emergency
• 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
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… PROCESS OF …… Preparing for… Mitigating … Responding to … Recovering from an emergency or interruption
… with SEVERAL COMPONENTS :… Planning (critical) –… Training… Testing… Conducting Drills… Coordination of activities with other
… PROCESS OF …… Preparing for… Mitigating … Responding to … Recovering from an emergency or interruption
… with SEVERAL COMPONENTS :… Planning (critical) –… Training… Testing… Conducting Drills… Coordination of activities with other
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Emergency Management is …
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)
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NOT … to write your departmental plan
Emergency Management & Higher Education (Department of Education)
2010 GRANT
Emergency Management & Higher Education (Department of Education)
2010 GRANT
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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
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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
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SEPT
AWARD
DECNOVOCT
INITIAL MEETING
2010
MARFEBJAN JUNMAYAPR SEPTAUGJUL DECNOVOCT
2012
MAR
INTERNSHIRED
FEBJAN JUNMAYAPR SEPTAUGJUL DECNOVOCT
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
Obj
ectiv
es
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?
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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 / networkingcommunicationsspace (building or office)
peopleresearch datapower
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Here is A GOOD REASON…#1
Union UniversityJackson, TN
80 miles E of Memphis120 miles W of Nashville
1200 students on campus51 students hospitalized16 students entrapped
9 serious injuries0 fatalities
1100/1200 cars damagedEvery Building (but 1)…20% housing was USEFUL
F4 - TORNADOFebruary 5, 2008 at 7:00 p.m.2008 Super Tuesday – 87 Confirmed Tornadoes in 15 hours with 57 deaths
Union Univ.
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Here is A GOOD REASON…#1
16Posted to Flicker – March 26, 2008
Union UniversityJackson, TN
$40M in damages
Feb. 5 – TORNADO HIT @ 7:00pmFeb. 7 – Dorm recovery beginsFeb. 7 – Students sent homeFeb. 8 – Bag & Recover (volunteers)Feb. 11 – Dorms demolished
(1/2 complete by Sept 1 – 700 students)Feb. 25 – Construction begins
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)
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Here is A GOOD REASON…#3
18Indiana 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) resources2) actions3) procedures … and4) information
that is developed, tested, and held in readiness for use in the event of a major disruption of business operations
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Business Continuity Planning IS …
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
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
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Key Points:Organize the ProjectImpact AnalysisOutline Recovery StepsWrite PlanTest PlanMaintain the Plan
Assumptions:Worst-case scenario …Normal staff NOT available…Use sufficient detail in planPrioritize Critical FunctionsLeave ____ to other departments
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
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Enrollment Services / Admissions / Bursar / and Office of Registrar
Financial Aid / Student Loans Human Resources (HR)
Risk Management Purchasing
IT Services (UITS)
BC ProcessMaterials - Tasks - Resources
BC ProcessMaterials - Tasks - Resources
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Business Continuity CoordinatorROLES
• 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
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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)
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Departmental Continuity Committee (DCC)
IU READY ‐ BCP Orientation Training ‐ PART 1 8/1/2011
Emergency Management & Continuity ‐ Business Continuity Planning 8
Business ContinuityProcess
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IU READY – HELPFUL TIPS & HINTS
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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’ informationc. 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 ‐ 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…
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Business Continuity Plan Options-- Single Plan vs. Multiple Plans --Business Continuity Plan Options-- Single Plan vs. Multiple Plans --
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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: 117Critical Functions: 27Covers: Research, Academics, Operations, Clinicals
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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.
IU READY ‐ BCP Orientation Training ‐ PART 1 8/1/2011
Emergency Management & Continuity ‐ Business Continuity Planning 10
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BC Plan Options – Multiple Plans
WEBSITE
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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/iubIUPUI (Indianapolis) http://us.ready.kuali/iupuiIUPU – Columbus http://us.ready.kuali/iupucIU North (Gary) http://us.ready.kuali/iunIU South Bend http://us.ready.kuali/iusbIU Kokomo http://us.ready.kuali/iukIU East (Richmond) http://us.ready.kuali/iueIU Southeast (New Albany) http://us.ready.kuali/ius