Business Continuity Planning for Indiana University PART 1

Business Continuity Planning for Indiana University – PART #1 Emergency Management & Continuity Mary Lou East-Emmons Business Continuity Planning Manager maemmons@indiana. edu 812. 855. 8975 Business Continuity Planning Specialists Cole S. Seger – IU Bloomington Eileen M. Robichaud – IU Bloomington Nathaniel J. De. Vore – 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) 2

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 3

Introduction of Emergency Management & Continuity and Business Continuity Planning Team 4

Office VP for Univ. Regional Affairs, Planning & Policy Michael Mc. Robbie B. Bicheimyer AVP Univ. Acad. Plan & Reg. Aff. Brad Wheeler John Applegate President, Indiana University Vice President & CIO – Information Technology Exec. Vice President for University Regional Affairs, Planning, and Policy www. indiana. edu/~vpurapp S. Moke Dir. Comm. Marie Ambern Support Staff IUB PS&IA M. Bruhn AVP Pub. Safety & Insti. Assur. J. Kennedy AVP Stdt Enroll. Srvc. Diane Mack Thomas Davis Univ. Dir. Public Safety Chief Security Officer Rich Strong Doug Pearson Mike Jenson IUB Envir. Health & Safety V. Borden AVP Univ. Insit. Res. & Reptg Univ. Dir. Emerg. Mgmt & Continuity Jerry Minger Director, IUPUI Envir. Health & Safety J. Palmer Dir. Legis. Policy & Analysis Tech. Dir, REN-ISAC M. B. Lavagnino Chief Privacy Off. & Compliance Coord. Primary Location: IUPUI IUB 5

IU Emergency Management and Continuity (UEMC) John Applegate protect. iu. edu/emergency Exec. Vice President for University Regional Affairs, Planning, and Policy www. indiana. edu/~vpurapp Mark S. Bruhn Associate VP for Public Safety and Institutional Assurance Deb Fletcher IUB Director, EMC …~vpurapp/safety/index. shtml Diane Mack IUB Emergency Planning Committee University Director, Emergency Management and Continuity Carlos Garcia IUPUI Director, EMC IUPUI Emergency Planning Committee Campus Administration (budget, policy) Joe Romero Regional Director, EMC Regional Emergency Planning Workgroup Marge Abels, Senior Analyst, EMC Troy Barnes, Senior Planner, EMC Ken Long Jessie Campbell Asst Director, IUB Emergency Operations Support Staff IUPUI IUEMC C. Seger EMHE Grant (IUB) E. Robichaud EMHE Grant (IUB) N. De. Vore EMHE Grant (Regionals) Mary Lou East. Emmons, BCP Manager Marilynn Mundy Coordinator EMC IUB Emerg. Ops. Marie Ambern Support Staff IUB PS&IA Steve Arthur Coordinator EMC IUB Emerg. Ops. Primary Location: IUPUI IUB University Emergency Prep Committee Flyaway Team (Common Response Capability) 6

UEMC Vision & Mission Statement • 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, allhazards 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. 7

Emergency Management is … … PROCESS OF … … Preparing for … Mitigating … Responding to … Recovering from an emergency or interruption … with SEVERAL COMPONENTS : what … Planning (critical) – yo prepa u’re now ring t … Training o do … Testing … Conducting Drills … Coordination of activities with other 8

Why is BCPT* here. . . ? ? s nes y i s u it * B ntinu eam Co ing T nn Pla 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… NOT … to write your departmental plan • 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

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 Objectives • Business Continuity Planning – one of eleven projects #1 #1 – Meet with 100% of all IU departments #2 – 100% of all departments have a completed BC Plan Dece mbe 2011 r #2 emb 2012 er Sept 2010 SEPT OCT AWARD INITIAL MEETING NOV DEC MAR APR 2011 JAN FEB INTERVIEWS INTERNS HIRED MAY JUN JUL AUG SEPT OCT NOV DEC TRAINING & TOOL & MATERIALS PREP 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 2012 JAN FEB MAR APR MAY JUN JUL 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 AUG SEPT OCT NOV DEC 12

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 Univ. F 4 - TORNADO February 5, 2008 at 7: 00 p. m. 2008 Super Tuesday – 87 Confirmed Tornadoes in 15 hours with 57 deaths 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 15

Here is A GOOD REASON…#1 Union University Jackson, TN $40 M in damages Feb. 5 – TORNADO HIT @ 7: 00 pm 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 Posted to Flicker – March 26, 2008 16

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 Indiana University – Student Building Fire - 1990 18

CR ANY TE ISI RR S o UP r TIO N IN 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

Business Continuity Planning IS … • 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 operations 20

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

Indiana University Business Continuity /Resumption Planning (BC/RP) Objectives 22

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 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 24

University GLOBAL Services ~ ~ Campus Services - Assumptions ~ ~ A campus-wide or system-wide service that is utilized by all departments: ü ü ü Enrollment Services / Admissions / Bursar / and Office of Registrar Mail Services ü Financial Management Services (FMS) Transportation ü Campus Administration – President Health Services ü Emergency Management (IUEMC) Dean of Faculties ü Financial Aid / Student Loans Parking Operations ü Human Resources (HR) Physical Plant / CFS ü Risk Management Telecommunications ü Purchasing IU Police Departments ü IT Services (UITS) Dining Services / Food Stores Communications & Marketing / University Relations 25

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

Departmental Continuity Committee (DCC) 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

Business Continuity Process 29

IU READY – HELPFUL TIPS & HINTS q IU D, D, DH’s – PROVIDE SUPPORT / AUTHORITY to faculty/staff to enable completion of the BCP task q BCC’s – SEEK FULL BUY-IN from upper management to compete the task q Create a DEPARTMENTAL CONTINUITY COMMITTEE (DCC) or Group q Plan to meet! SET SCHEDULED MEETINGS INTERVALS till the plan(s) is finished. q Determine if ONE PLAN or MULTIPLE PLANS are needed for your area q Know and document your COMMAND STRUCTURE q 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 q Set realistic but firm deadlines – and stick to them! q. Avoid use of Acronyms within the plan – If you use them spell it out at it’s first appearance q If a question does not apply to your area – ENTER ‘N/A’ in the answer field 30

IU READY OVERVIEW https: //us. ready. kuali. org/. . . 31

IU READY – a Kuali Foundation Product https: //us. ready. kuali. org/. . . IUN IUSB IUK IUE IUPUI IUB IUS https: //. . . /iun https: //. . . /iusb https: //. . . /iuk https: //. . . /iue https: //. . . /iupui https: //. . . /iub https: //. . . /ius 32

Readiness is cheap and easy! …only if you think about it ahead of time… 33

Business Continuity Plan Options -- Single Plan vs. Multiple Plans -- 34

BC Plan Options – 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 35

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. 36

BC Plan Options – Multiple Plans 37

WEBSITE 38

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 39

BCP Team Contact Information Eileen Robichaud BCP Specialist – IUB Campus 1469 E. 17 th Street Bloomington, IN 47408 Office Cell 812. 855. 3212 812. 345. 0987 Cole S. Seger BCP Specialist – IUB Campus 1469 E. 17 th Street Bloomington, IN 47408 Office Cell Eileen Mary Lou 812. 855. 5942 812. 630. 4183 Nathaniel Cole bcp@indiana. edu Mary Lou East-Emmons Business Continuity Planning Manager 17 th 1469 E. Street Bloomington, IN 47408 Office Cell 812. 855. 8975 812. 345. 0234 Nathaniel De. Vore BCP Specialist – Regional Campuses 351 W. 10 th Street Indianapolis, IN 46202 Office Cell 317. 274. 8151 657. 464. 0183 40

QUESTIONS? ? Indiana University BUSINESS CONTINUITY PLANNING …success Mike Lane (2007) – Cagle Cartoons 41

NEXT IU READY - DEMO https: //us. ready. kuali. org/. . . 42