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BCPT IU READY ‐ IUPUI Training Sept. / Oct. 2012

Emergency Management & Continuity ‐ Business Continuity Planning 1

Mary Lou East-EmmonsBusiness Continuity Planning [email protected]

THE OLD: BCPT -> THE NEW: IU READYEmergency Management & Continuity

October, 2012

Carlos Garcia, IUPUI DirectorEmergency Management & Continuity

[email protected]

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IUPUI – Business Continuity Planning – Phase #2

Part of the ongoing BCP process … Phase #2

Conversion of plans from BCPT ‐> IU READY

o Review past BCP planso Train YOUR internal

staffo Exercise the plan

(2013)by VC Dawn M. Rhodes

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IU READY – Why?

Why go from BCPT to IU READY?

o Online continuity planning tool housed at UC Berkeleyo Newest version of the UC Berkeley planning toolo Contains tabs for INSTRUCTIONo Common use by other college and universitieso A professional look and feel



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Find IU READY - OneStart

Easy access to the IU READY tool. ONESTART requires CAS – an IU User Name and Passphrase for access.

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Within ONESTART –CLICK ON ‐ Services Tab “Protect IU” (Left Menu)

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Within ONESTART –CLICK ON ‐ Go to IU READY Portal (Upper Right Box)

Also access our email address [email protected]



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Within ONESTART –CLICK ON – 1st listing “IUPUI” (for the IUPUI version of the IU READY tool)CLICK ON – 2nd listing for old BCPT tool

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IU READY – Opening Screen

IU READY – Opening Screen ‐Displays the chosen campus – IUPUICLICK ON ‐ ‐ “Begin” button to continue

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IU READY – Important Buttons

Important Action Buttons ‐It is important to remember that content will not be saved if you don’t utilize the above buttons – DO NOT MOVE from one screen to the next by clicking on the tabs.

= at the bottom of each screen



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BCPT -> IU READY (IUPUI)

Welcome Screens ‐Shows similar content and access buttons or pull down menus. To access plans, click on “Begin or Edit Your Plan” button

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List of Plans Menu –Accessible plans will be at the top of the overall list with a blue “Go to this Plan”button at the right of the plan name. Delete keys will not appear on your screens.

IU READY – List of Plans

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Create a New Plan –The campus location is already chosen. Know the Head of the Unit (head of the unit

covered by this plan); Pick the Acronym (created by the BCP Team for organization of plans); Pick the Org Chart (top level under the Chancellor); PlanName (name of the unit)

IU READY – Create a New Plan

Start from the bottom – up.



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Plan Home –Similarities – (6) Work Areas (top tabs); Left Menu – Status Button, Edit Name, Add/Remove

Users, Print Menu, Choose a Different Plan; Guidance, HandyLinks

IU READY – Plan Home

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MAIN TABS – Plan Home // STEP 1 – Department Identifications //

STEP 2 – Critical Functions // STEP 3 – Information Technology // STEP 4 – Instruction // STEP 5 – Key Resources // Action Item Summary

IU READY – Main Tabs

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MENU BUTTONS – 1) Edit Your Depart Info // 2) Add / Remove Users //

3) Interview Forms // 4) Print Menu // 5) Choose a Different Plan // 6) Copy Entire PlanPost Production Steps (cover at the end of the presentation)




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Create or Edit your plan ‐( organize the listed functions into GROUPS by area using initials )

Edit the Plan Name –Looks like the CREATE A PLAN screen


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Manage Users –> Add or Remove Authorized Users ‐Know the user names prior to adding users to the list; the use of ‘IU People Finder’ is no longer available. Access = FULL or VIEW ONLY

IU READY – Add / Remove Users

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Step #1 ‐ Departmental Identification (part 1) – Demographics of this plan

Personnel – expanded; Type of Department – new; Locations – pull‐down menu with

comment field;

IU READY – STEP #1



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Step #1 ‐ Departmental Identification (part 2) – Demographics of this plan

Evacuation Plans; Cost Center – N/A;


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Step #2 – Critical Functions –Name the FUNCTIONS (all of them); Assign “Level of Criticality”; Add Function to List; “GO TO DETAIL SCREEN” ‐ Click on this yellow button for each function to add the needed

detail about the each specific function.

To assist you with a list of functions, utilize the “Typical Functions” document found on our website

http://protect.iu.edu/emergency/bcp/training


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Critical Functions – – “Go To Detail Screens” button ‐Click on this yellow button to enter needed details specific to each function. An additional set of (6) sub‐tabs allow depth/detail to be entered into the tool.

Documenting exactly how you perform a function within your office NOW, will allow a faster/speedier, more efficient RECOVERY of that function following a crisis.




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BCPT ‐ ‐ ‐a. Description

b. Peak Periods

c. How to Cope

d. Vital Records

e. Consequences

f. Key Documents

g. Action Items

h. Description

i. Documentse

j. Consequences

IU READY ‐ ‐ ‐a. Description

b. Peak Periods

c. Documents

d. Dependencies

e. Consequences

f. How to Cope

g. Action Items

Step #2 – Critical Functions – Sub‐Tabs: Change: appearance of the buttons …and… are in a different order


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Step #2 – Critical Functions – Sub‐Tabs: (a) DESCRIPTION Change: Dependencies – it’s own sub‐tab; Responsible Person ‐ should contain name, email, office phone, title


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Step #2 – Critical Functions – Sub‐Tabs: (b) PEAK PERIODS Change: If NO peak periods, but this is an annual, year‐round function – say so in the comment section.




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Step #2 – Critical Functions – Sub‐Tabs: (c) DOCUMENTSIdentify and upload any documents that are very important to this functionChange: Additional fields of information are requested


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Step #2 – Critical Functions – Sub‐Tabs: (d) DEPENDENCIES Change: pull‐down menu – UPSTREAM & DOWNSTREAM DependenciesDependencies can be other units, systems, people outside of your control


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Step #2 – Critical Functions – Sub‐Tabs: (e) CONSEQUENCES Change: Check box format – IF YOU CHECK IT – TELL ME WHY YOU CHECKED IT IN THE COMMENT LINE.




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Step #2 – Critical Functions – Sub‐Tabs: (f) HOW TO COPE What would you do if. ….?


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Step #2.g – Action Items ‐( organize the listed functions into GROUPS by area using initials )

Step #2 – Critical Functions – Sub‐Tabs: (g) ACTION ITEMS What can you do BEFORE any disaster strikes to lessen its impact.


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Step #3 ‐ Information Technology (a) Applications (central)Provided a list of CENTRALIZED Applications used [mostly] by all faculty/staff.Level of Criticality based on the group covered by the plan




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Step #3 ‐ Information Technology (b) Applications (dept.)Put in Applications specific to YOUR department.Each application will have DETAIL SCREENS that require information on how supported


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Step #3 ‐ Information Technology (c) ServersPut in SERVERS specific to YOUR department located in your area.Each server will have DETAIL SCREENS that require information on how supported


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Step #3.d – Information Technology – Work Stations( organize the listed functions into GROUPS by area using initials )

Step #3 ‐ Information Technology (d) Work StationsHow WORK STATIONS are backed up, and who your support organization are.Filled out by your IT person / support organization




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Step #3 ‐ Information Technology (e) How to RestartRecovery strategies Filled out by your IT person / support organization


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Step #3.f – Information Technology – Action Items( organize the listed functions into GROUPS by area using initials )

Step #3 ‐ Information Technology (f) Action Items What can you do BEFORE any disaster strikes to lessen its impact.


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Step #3.f – Information Technology – Action Items( organize the listed functions into GROUPS by area using initials )

Step #4 ‐ Instruction Faculty Preparedness ‐> Instruction. 1) Pick the School and ADD to List; 2) GO TO

DETAIL SCREENS for additional sub‐tabs

#1 #2

#3




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Step #4 – Instruction (a) High Priority CoursesList of HIGH Priority Courses – the courses whose interruption would most threaten the progress of our students and the integrity of the curriculumLevel of Course‐cast – use of technologies


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Step #4 – Instruction (b) ALL CoursesAll Courses (undergraduate only) – general questions regarding use of ONCOURSE, GRADES, Grad Instructors, Common MaterialsOne screen…


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Step #4 – Instruction (c) Departmental PracticesDisaster Readiness Practices – Strategies for communication, academic personnel, leaves, pedagogyStrategies my vary by discipline and by course type.




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Step #4 – Instruction (d) Special Teaching IssuesNeed for wet‐labs, studios, working in the field, software, access to collectionsSpecial Resources needed


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Step #4 – Instruction (e) Action ItemsList of things that could be done now to make your unit more preparedStart with a verb – Discuss, Create, Document, Build, Buy, etc….


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BCPT ‐ ‐ ‐a. Communication

b. Essential Personnel

c. Work from Home

d. Outside Unit Staff

e. Partners

f. Vendors

g. Clientsh. Document Summary

i. Equip. & Suppliesj. Employee Information

IU READY ‐ ‐ ‐a. Staff Basics

b. Work from Home

c. Teams **new**

d. Skills **new**

e. Staff of Other Units

f. Stakeholders

g. Document Summary

h. Equip. & Supplies

i. Facilities & Transp.**new**

Step #5 – Key Resources (SUB‐TABS) Changes: Some screens COMBINED and other screens NEW

RED = Combined // BLUE = New // GREEN‐AQUA‐BLK = Same




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Step #5 – Key Resources (a) Staff BasicsHome Contact Information // Leadership Successor // Employee InformationCan be done on a spreadsheet and uploaded through Sub‐Tab h.


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Step #5 – Key Resources (b) Work from HomeList of who […faculty/staff…] could […possibly…] work from homeCan be done on a spreadsheet and uploaded through Sub‐Tab h.


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Step #5 – Key Resources (c) Teams …. (d) Skills TEAMS that are important to help your department cope … 10 teamsSKILLS ‐ skills, licenses, or certifications needed post‐disaster …

NEW NEW

NEW




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Step #5.e – Staffing Requirements( organize the listed functions into GROUPS by area using initials )

Step #5 – Key Resources (e) Staffing Requirements STAFF REQ’TS ‐ The need to ramp‐up certain services – may require temp. realignment of staff. Based on Function – “how many” and “what type”


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Step #5 – Key Resources (f) Staff of Other Units The most important people elsewhere on campus or medical centers who your staff will need to contactCan be done on a spreadsheet and uploaded through Sub‐Tab h.


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Step #5 – Key Resources (g) Stakeholders Other people your staff may need to contact after a disruptive event – vendors, partners, donors, clients, sponsors…Can be done on a spreadsheet and uploaded through Sub‐Tab h.




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Step #5 – Key Resources (h) Document Summary List of all documents identified from all CRITICAL FUNCTIONSCopied and saved on a secure server, for access by authorized people only.


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Step #5 – Key Resources (i) Equipment & Supplies Office Equipment // Other Equipment // SuppliesMinimum equipment needs – office and non‐office equipment


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Step #5 – Key Resources (j) Facilities & Transportation Facilities ‐ Special Space needs (i.e., storage space, parking needs, secure space…)Transportation – List of special transportation needs




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Action Item SummaryCollection of all ACTION ITEMS from all tabs (additional items can be added here)Change: Title ‐ ”Final Item” ‐> “Action Item Summary”STATUS – (NEW) Ability to track progress of each listing

IU READY – Action Item Summary

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IU READY – When Finished

SAVE and CONTINUE ‐Return to the PLAN HOME page. Plans should be reviewed for accuracy, corrections/additions made, approval by ________, … ready to mark your plan …..

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PLAN HOME PAGE – yellow radio buttons (left menu) –1) Instructions for Plan Sign‐Off 2) Instructions for Annual Review Sign‐Off




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Mark Your Plan Complete ** Your final step **

1) Guidance Panel – instructions

a) Internal Leadership Reviewb) Plan Update Schedulec) Sign – Off

2) Who gets a HARD COPY of the plan?? – Printed version, electronic storage

– thumb‐drive

3) Plan Annual Review Calendar

4) Begin working on ACTION ITEMS


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FOR ALL THING BUSINESS CONTINUITY PLANNING:

EMAIL CONTACT: [email protected]

WEBSITE: protect.iu.edu/bcp

IU READY – Contact Us!