business continuity planning fo r indiana university – part #1and communicating business...

IU READY ‐ BCP Orientation Training ‐ PART 1 8/1/2011

Emergency Management & Continuity ‐ Business Continuity Planning 1

Mary Lou East-EmmonsBusiness Continuity Planning [email protected]

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)

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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

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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


Mgmt & Continuity


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 …



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



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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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

Feb. 12 – Faculty relocation planFeb. 14 – Modified schedulesFeb. 14 – Course calendar revised

Feb. 19 – Moving in at JETT (300)

Feb. 20 – Replacement textbooksFeb. 20 – Classes reopen Feb. 22 – Dorm groundbreaking (14)

(1/2 complete by Sept 1 – 700 students)Feb. 25 – Construction begins




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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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 …



• 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 UniversityBusiness Continuity /Resumption Planning

(BC/RP) Objectives

Indiana UniversityBusiness Continuity /Resumption Planning

(BC/RP) Objectives

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Indiana University is a SYSTEM of 8 campuses

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



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 Management Services (FMS) Campus Administration – President Emergency Management (IUEMC)

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)



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 READYOVERVIEW

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

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IU READY – a Kuali Foundation Product

IUN https:// . . . /iunIUSB https:// . . . /iusbIUK https:// . . . /iukIUE https:// . . . /iueIUPUI https:// . . . /iupuiIUB https:// . . . /iubIUS https:// . . . /ius

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

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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.



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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

Email us at: [email protected]

Mary Lou East-Emmons Business Continuity Planning Manager

1469 E. 17th StreetBloomington, IN 47408

Office 812.855.8975Cell 812.345.0234

BCP Team Contact Information

Nathaniel DeVore BCP Specialist – Regional Campuses

351 W. 10th StreetIndianapolis, IN 46202

Office 317.274.8151Cell 657.464.0183

Cole S. Seger BCP Specialist – IUB Campus


Office 812.855.5942Cell 812.630.4183

Eileen RobichaudBCP Specialist – IUB Campus


Office 812.855.3212Cell 812.345.0987

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Eileen Mary Lou Cole Nathaniel

[email protected]



QUESTIONS??

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IndianaUniversity

BUSINESS CONTINUITY

PLANNING…success

Mike Lane (2007) – Cagle Cartoons

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