Mary Lou East-Emmons Business Continuity Planning Manager Business Continuity Planning for Indiana University – PART #1 Emergency Management & Continuity 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 the 1994 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 the 1994 earthquake (Source: Academic Aftershocks) 2

3 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 4

Primary Location: IUPUI IUB Office VP for Univ. Regional Affairs, Planning & Policy 5 M. Bruhn AVP Pub. Safety & Insti. Assur. M. Bruhn AVP Pub. Safety & Insti. Assur. J. Palmer Dir. Legis. Policy & Analysis J. Palmer Dir. Legis. Policy & Analysis J. Kennedy AVP Stdt Enroll. Srvc. J. Kennedy AVP Stdt Enroll. Srvc. Michael McRobbie President, Indiana University Marie Ambern Support Staff IUB PS&IA Marie Ambern Support Staff IUB PS&IA B. Bicheimyer AVP Univ. Acad. Plan & Reg. Aff. B. Bicheimyer AVP Univ. Acad. Plan & Reg. Aff. V. Borden AVP Univ. Insit. Res. & Reptg V. Borden AVP Univ. Insit. Res. & Reptg S. Moke Dir. Comm. S. Moke Dir. Comm. John Applegate Exec. Vice President for University Regional Affairs, Planning, and Policy Brad Wheeler Vice President & CIO – Information Technology

Mark S. Bruhn Associate VP for Public Safety and Institutional Assurance …~vpurapp/safety/index.shtml Mark S. Bruhn Associate VP for Public Safety and Institutional Assurance …~vpurapp/safety/index.shtml Deb Fletcher IUB Director, EMC Deb Fletcher IUB Director, EMC Regional Emergency Planning Workgroup Joe Romero Regional Director, EMC Joe Romero Regional Director, EMC Carlos Garcia IUPUI Director, EMC Carlos Garcia IUPUI Director, EMC IUPUI Emergency Planning Committee IUB Emergency Planning Committee Campus Administration (budget, policy) University Emergency Prep Committee University Emergency Prep Committee Diane Mack University Director, Emergency Management and Continuity Diane Mack University Director, Emergency Management and Continuity Flyaway Team (Common Response Capability) John Applegate Exec. Vice President for University Regional Affairs, Planning, and Policy John Applegate Exec. Vice President for University Regional Affairs, Planning, and Policy Marge Abels, Senior Analyst, EMC Marge Abels, Senior Analyst, EMC Mary Lou East- Emmons, BCP Manager Mary Lou East- Emmons, BCP Manager Troy Barnes, Senior Planner, EMC Troy Barnes, Senior Planner, EMC N. DeVore EMHE Grant (Regionals) E. Robichaud EMHE Grant (IUB) E. Robichaud EMHE Grant (IUB) C. Seger EMHE Grant (IUB) C. Seger EMHE Grant (IUB) Primary Location: IUPUI IUB Marie Ambern Support Staff IUB PS&IA Marie Ambern Support Staff IUB PS&IA Jessie Campbell Support Staff IUPUI IUEMC Jessie Campbell Support Staff IUPUI IUEMC IU Emergency Management and Continuity (UEMC) 6 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 7

… 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 8 Emergency Management is … what you’re now preparing to do

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) * Business Continuity Planning Team 9 NOT … to write your departmental plan

Emergency Management & Higher Education (Department of Education) 2010 GRANT 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 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 12 SEPT AWARD DECNOVOCT INITIAL MEETING 2010 MARFEBJANJUNMAYAPRSEPTAUGJULDECNOVOCT 2012 MAR INTERNS HIRED FEBJANJUNMAYAPRSEPTAUGJULDECNOVOCT 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 Objectives

What is Business Continuity? Why is it soooo important? What is Business Continuity? Why is it soooo important? 13

Potential University Interruptions Fire Fire … IUB Student Building renovation (1990) Tornado Tornado … Winter Weather (Storms/Ice (2/2011)) Train derailments Hazard spill Hazard spill … 46 Bypass by IU Foundation (2003 ) Flooding Flooding … including from the ceiling Research / Experiments - sabotage Earthquake / Explosion Earthquake / Explosion Civil Disturbance Civil Disturbance Loss of... computers / networking communications space space (building or office)people research data power 14

Here is A GOOD REASON…#1 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 F4 - TORNADO February 5, 2008 at 7:00 p.m Super Tuesday – 87 Confirmed Tornadoes in 15 hours with 57 deaths Union Univ. 15

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

Here is A GOOD REASON…#2 September, 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 18 Indiana University – Student Building Fire

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? ANY CRISIS or INTERRUPTION 19

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 Business Continuity Planning IS …

Indiana University Business Continuity /Resumption Planning (BC/RP) Objectives 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 24 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

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

BC Process Materials - Tasks - Resources 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

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 Departmental Continuity Committee (DCC)

Business Continuity Process 29

IU READY – HELPFUL TIPS & HINTS 30  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

IU READY OVERVIEW 31

IU READY – a Kuali Foundation Product IUNhttps://... / iun IUSBhttps://... / iusb IUKhttps://... / iuk IUEhttps://... / iue IUPUIhttps://... / iupui IUBhttps://... / iub IUShttps://... / ius IUNhttps://... / iun IUSBhttps://... / iusb IUKhttps://... / iuk IUEhttps://... / iue IUPUIhttps://... / iupui IUBhttps://... / iub IUShttps://... / 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 -- Business Continuity Plan Options -- Single Plan vs. Multiple Plans -- 34

35 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

36 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.

37 BC Plan Options – Multiple Plans

WEBSITE 38

39 References - Materials WEBSITE – User Guide to Business Continuity / Resumption Planning Business Continuity Coordinator (BCC) Planning Checklist IU READY web-base planning tool: (by specific campus) Bloomingtonhttp://us.ready.kuali/iubhttp://us.ready.kuali/iub IUPUI (Indianapolis) IUPU – Columbus IU North (Gary) IU South Bendhttp://us.ready.kuali/iusbhttp://us.ready.kuali/iusb IU Kokomohttp://us.ready.kuali/iukhttp://us.ready.kuali/iuk IU East (Richmond) IU Southeast (New Albany) us at:

Mary Lou East-Emmons Business Continuity Planning Manager 1469 E. 17 th Street Bloomington, IN Office Cell BCP Team Contact Information Nathaniel DeVore BCP Specialist – Regional Campuses 351 W. 10 th Street Indianapolis, IN Office Cell Cole S. Seger BCP Specialist – IUB Campus 1469 E. 17 th Street Bloomington, IN Office Cell Eileen Robichaud BCP Specialist – IUB Campus 1469 E. 17 th Street Bloomington, IN Office Cell EileenMary LouColeNathaniel

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

NEXT IU READY - DEMO 42