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. 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)
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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
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Introduction of
Emergency Management & Continuity
and
Business Continuity Planning Team
4
Office VP for Univ. Regional
Affairs, Planning & Policy
Michael McRobbie
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
B.
Bicheimyer
AVP Univ. Acad.
Plan & Reg. Aff.
S. Moke
Dir. Comm.
Marie Ambern
Support Staff
IUB PS&IA
M. Bruhn
J. Kennedy
J. Palmer
V. Borden
AVP Pub. Safety
& Insti. Assur.
AVP Stdt
Enroll. Srvc.
Dir. Legis. Policy
& Analysis
AVP Univ. Insit.
Res. & Reptg
Diane Mack
Univ. Dir. Emerg.
Mgmt &
Continuity
Jerry Minger
Thomas Davis
Univ. Dir.
Public Safety
Chief Security
Officer
Rich Strong
Director,
IUPUI Envir.
Health & Safety
Mike Jenson
IUB Envir. Health
& Safety
Doug Pearson
Tech. Dir,
REN-ISAC
M.B. Lavagnino
Chief Privacy Off.
& Compliance
Coord.
Primary Location:
IUPUI
IUB
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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
Campus
Administration
(budget, policy)
Mark S. Bruhn
Associate VP for Public Safety
and Institutional Assurance
…~vpurapp/safety/index.shtml
Diane Mack
Deb Fletcher
Carlos Garcia
IUB Director,
EMC
IUPUI Director,
EMC
IUB
Emergency
Planning
Committee
University Director,
Emergency Management
and Continuity
IUPUI
Emergency
Planning
Committee
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. DeVore
EMHE Grant
(Regionals)
Mary Lou EastEmmons,
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.
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Emergency Management is …
… 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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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…
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)
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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
Objectives
• 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
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?
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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 / networking
communications
space (building or office)
people
research data
power
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Here is A GOOD REASON…#1
Union Univ.
F4 - 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
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Here is A GOOD REASON…#1
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
Posted to Flicker – March 26, 2008
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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?
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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
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Business Continuity Planning IS …
• NOT a project…
• NOT a one-time task…
• NOT for a fixed length of time…
IS
• It
a “mind-set” – consider it a Culture Change …
• It MUST BE viewed as an on-going, living program!
MUST BE considered as a constant in everyday business
It MUST BE communicated / trained / viewed / reviewed
• It
•
…CONTINUALLY
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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
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University GLOBAL Services
~ ~ Campus Services - Assumptions ~ ~
A campus-wide or system-wide service that is utilized by all departments:










 Enrollment Services / Admissions / Bursar /
and Office of Registrar
Mail Services
 Financial Management Services (FMS)
Transportation
 Campus Administration – President
Health Services
 Emergency Management (IUEMC)
Dean of Faculties
 Financial Aid / Student Loans
Parking Operations
 Human Resources (HR)
Physical Plant / CFS
 Risk Management
Telecommunications
 Purchasing
IU Police Departments
 IT Services (UITS)
Dining Services / Food Stores
Communications & Marketing / University Relations
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BC Process
Materials - Tasks - Resources
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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
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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
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IU READY
OVERVIEW
https://us.ready.kuali.org/......
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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
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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 --
34
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
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.
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BC Plan Options – Multiple
Plans
37
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/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
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BCP Team Contact Information
Eileen Robichaud
BCP Specialist – IUB Campus
1469 E. 17th Street
Bloomington, IN 47408
Office
Cell
812.855.3212
812.345.0987
Cole S. Seger
BCP Specialist – IUB Campus
1469 E. 17th Street
Bloomington, IN 47408
Office
Cell
Eileen
Mary Lou
Cole
812.855.5942
812.630.4183
Nathaniel
bcp@indiana.edu
Mary Lou East-Emmons
Business Continuity Planning Manager
17th
1469 E.
Street
Bloomington, IN 47408
Office
Cell
812.855.8975
812.345.0234
Nathaniel DeVore
BCP Specialist – Regional Campuses
351 W. 10th Street
Indianapolis, IN 46202
Office
Cell
317.274.8151
657.464.0183
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QUESTIONS??
Indiana
University
BUSINESS
CONTINUITY
PLANNING
…success
Mike Lane (2007) – Cagle Cartoons
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NEXT
IU READY - DEMO
https://us.ready.kuali.org/......
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