CNS Disaster Recovery Planning Project POC Meeting January 29, 2016 CNS-Dean’s CR WCH 3.102 1

Agenda Welcome Initiate Phase 2 Deliverables– Eric 20 min Discuss deliverables Demo UT Ready Phase 2; Review UT Ready Example (PDF) Review a live plan which includes Faculty, Research, and Admin components Phase 2 Interview Forms (extra copies for you to download and/or print out) are located at: https://wikis.utexas.edu/display/CNSDRP/CNS+Disaster+Recovery+Plan+Project Go to project documentation and downloads (left side) Select: Phase 2 Select: DRP-Interview-Form-Phase-2.doc Summary Q/A 10 min CNS-OIT Disaster Recovery Project-Kickoff Meeting Mark will introduce the Project and the team (total time: 10 minutes) 2 2

7 Phases of the Disaster Recovery Project Phase 1: Unit Identification (Jan. 8 - 22, 2016) Phase 2: Critical Functions (Jan. 22 – Feb. 19, 2016) Phase 3: Information Technology (Feb. 19 – Mar. 25, 2016) Phase 4: Faculty Preparedness (Feb. 19 - Mar. 25, 2016) Phase 5: Identify Key Resources (Mar. 25 – Apr. 8, 2016) Phase 6: Testing and Review (Apr. 8 – May 6, 2016) Phase 7: Obtaining Plan Approval (Dean and Chairs: Stakeholders) (May 6 – Jun. 3, 2016) Project End CNS-OIT Disaster Recovery Project-Kickoff Meeting This is the Dean’s expectation: that all departments will participate in the DRP Project If a Department has limitations, present those to the Dean in a 1:1 to request an exception Why wouldn’t you want to restore your program information? 3 3

CNS Disaster Recovery Project Phase 4: Faculty Preparedness 2/19/2016 Phase 3: Information Technology 2/19/2016 Phase 5: Identify Key Resources 3/25/2016 Start Date Phase 1: Unit Identification 10/19/2015 1/8/2016 Phase 6: Testing and Review 4/8/2016 The Disaster Recovery Timeline is established so all departments may follow the same criteria and time. There are expected to be exceptions, but to ensure the project moves forward with applied effort, a timeline has been created. The timeline will assist the departments in the following: Who will be involved? What approach will be needed to plan the schedule for the project? What processes and procedures will be used? All Departments will appoint a Point of Contact person that will represent their department at all weekly meetings Obtain Executive Approval Phase 8: End Date Phase 2: Critical Functions Phase 7: Plan Approval 11/15/2015 1/22/2016 5/6/2016 8/31/2016 2015 Oct Nov Dec 2016 Feb Mar Apr May Jun Jul Aug 2016 Today 4

Unit's Responsibility: Phase 2: Critical Functions (Jan. 22 to Feb. 19) Unit's Responsibility: Determine and Prioritize the Critical Functions of the Unit Determine Peak Periods Identify Important Documents to the Critical Functions Identify Dependencies (upstream and downstream) Identify Harmful Consequences of Slow Recovery How to Cope with Disruption to a Critical Function Action Items to Help Prepare for a Disruption 12/7/2015 - CNS-OIT Disaster Recover Project MM/EAC Phase 2 is about the unit’s critical functions. An administrative member, with help from faculty and staff in the department should be able to answer these questions. You will fill out items in UT ready for this phase or use the Interview Form provided in the binder. 5

Phase 2: Critical Functions-Where do I start? Using Who, What, and Where to identify Critical Functions Where? Where is my unit? What buildings? Campuses? Facilities? Are there any special needs in those buildings that my unit is responsible for? (ex. Fire suppression systems are needed, but you are not responsible for maintaining/fixing them) CNS-OIT Disaster Recovery Project-Kickoff Meeting Phase 1: Unit Identification Phase-This entails within a department the inventory of subunits, servers, server specifications, department’s network infrastructure and designation of department’s Point of Contact (POC). THIS IS VERY IMPORTANT: Please send the name of your department and your person who will be assigned as the Point of Contact to the e-mail below by December 18, 2016: Elizabeth Castillo-Project Manager, CNS-OIT drp-project-help@cns.utexas.edu 6 6

Phase 2: Critical Functions-Where do I start? Cont. Using Who, What, and Where to identify Critical Functions Who? Who is in my unit? Identify key people and their roles What do they do all day? Who has unique skill sets or specialized job titles? CNS-OIT Disaster Recovery Project-Kickoff Meeting Phase 1: Unit Identification Phase-This entails within a department the inventory of subunits, servers, server specifications, department’s network infrastructure and designation of department’s Point of Contact (POC). THIS IS VERY IMPORTANT: Please send the name of your department and your person who will be assigned as the Point of Contact to the e-mail below by December 18, 2016: Elizabeth Castillo-Project Manager, CNS-OIT drp-project-help@cns.utexas.edu 7 7

Phase 2: Critical Functions-Where do I start? Cont. Using Who, What, and Where to identify Critical Functions What? What does my unit/department do? If I were to tell a 5 year old all the things my unit/department does, what would I say? What responsibilities and actions make my unit/department unique CNS-OIT Disaster Recovery Project-Kickoff Meeting Phase 1: Unit Identification Phase-This entails within a department the inventory of subunits, servers, server specifications, department’s network infrastructure and designation of department’s Point of Contact (POC). THIS IS VERY IMPORTANT: Please send the name of your department and your person who will be assigned as the Point of Contact to the e-mail below by December 18, 2016: Elizabeth Castillo-Project Manager, CNS-OIT drp-project-help@cns.utexas.edu 8 8

How to Identify Critical Functions Look at your Mission Statement Think about your daily business processes Think about things you would need to recover from a disaster Is it critical? Is it critical to your mission? Is it critical to your daily business processes? Is it critical to recovery from a disaster? Use the “Consequences” part of the interview form – if it meets any of those criteria it is likely a critical function!

Criticality Critical 1: Must continue at normal or increased service level; Cannot pause; Necessary to life, health, security. (Examples: Inpatient care, police services, 911 phone services, etc) Critical 2: Must be continued if at all possible, perhaps in reduced mode. Pausing completely will have grave consequences. (Examples: outpatient care, functioning of data networks, at-risk research, etc)

Criticality (Cont.) Critical 3: May pause if forced to do so, but must resume in 30 days or sooner. (Examples: classroom instruction, research, payroll, student advising, etc) Deferrable: May pause; resume when conditions permit. (Examples: elective surgery, routine building maintenance, training, marketing, outreach, etc)

Critical Functions, Processes, Tasks, and Systems Critical Function: Serve Meals to Students in University Residences Processes: Procure food, Store Food, Prepare Food, Serve Food, Cleanup Tasks: Cleanup: put away unused food, clean dishes and utensils, clean counters, clean floors, etc. IT systems: inventory control system, cash register, etc.

Key Contacts Mark McFarland, Director, CNS-OIT markmcfarland@utexas.edu 512-232-1068 Eric Rostetter-Project Manager, CNS-OIT rostetter@mail.utexas.edu 512-471-0647 Elizabeth Castillo-Project Manager, CNS-OIT ecastillo@austin.utexas.edu 512-475-9705 CNS-OIT Disaster Recovery Project-Kickoff Meeting 13 13

Q/A Wiki Address: https://wikis.utexas.edu/display/CNSDRP E-Mail Address: drp-project-help@cns.utexas.edu UT-Direct: http://utdirect.utexas.edu/utdirect/index.WBX UT Ready system: https://utexas.kuali.co/ready CNS-OIT Disaster Recovery Project-Kickoff Meeting 14