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
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Mary Lou East-Emmons Business Continuity Planning Manager [email protected] 812.855.8975 Business Continuity Planning for Indiana University – PART.
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• 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
Emergency Management is …
what you’re now preparing to do
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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)
* Business
Continuity
Planning Team
NOT … to write your departmental plan
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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
#1December 2011#2September 2012SEPT
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
ect
ives
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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 campus 51 students hospitalized 16 students entrapped 9 serious injuries 0 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
(1/2 complete by Sept 1 – 700 students)Feb. 25 – Construction begins
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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
Indiana University – Student Building Fire - 1990
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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?
ANY CRISIS or
INTERRUPTION
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• 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
Business Continuity Planning IS …
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• 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
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User Guide to Business Continuity
Key Points:Organize the ProjectImpact AnalysisOutline Recovery StepsWrite PlanTest PlanMaintain the Plan
Assumptions: Worst-case scenario … Normal staff NOT available… Use sufficient detail in plan Prioritize Critical Functions Leave ____ to other departments
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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
Enrollment Services / Admissions / Bursar / and Office of Registrar
Financial Aid / Student Loans Human Resources (HR)
Risk Management Purchasing
IT Services (UITS)
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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)
Departmental Continuity Committee (DCC)
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Business ContinuityProcess
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IU READY – HELPFUL TIPS & HINTS
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
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 --
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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.
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