Office of Emergency Management University of Houston-Clear Lake Business Continuity Planning

What is Emergency Management? The mission of the emergency management at the UHCL is to:  Prevent/Mitigate  Prepare for  Response to  Recovery from, and What is Emergency Management?

Business Continuity Planning Regulations Business Continuity Planning (BCP): Ensures compliance with Texas Administrative Code Business Continuity Planning. Ensures compliance with Texas Department of Public Safety – State Office of Risk Management Directive, Dated October 24, Ensures compliance with Texas Labor Code, Title 5, Subtitle A, Chapter 412, Subchapter 1 – General Provisions. Assist in the mitigation effects of unexpected events which may disrupt normal business operations. Is a living document. Business Continuity Planning Regulations

Purpose and Objective Purpose: Improve readiness and response Guide for departments to continue functions through any disruptive incident Objective: Identify processes and improvements that would minimize or eliminate the amount of time and resources required to resume business. Purpose and Objective

Day 1…….Day 3…….Day5…………………….Day11…… Why is Continuity Planning Important? Quali t a t i v e and Quan t i t a t i v e Day 1…….Day 3…….Day5…………………….Day11…… $$$

Key Elements of Continuity Planning Business Impact Analysis Identify 3P’s Identify Critical Interruptions Assess the Impact & Prioritize Essential Functions & Plan Development Use Priority Listing to Identify Essential Functions Address Individual Functions Recovery Strategies Test & Exercise Develop Plan Training Identify Gaps Implement & Maintain Implement the Plan Maintain the Plan Annual Review Key Elements of Continuity Planning

Life, Property and Processes Life Students, Employees, Visitors, Animals, Vendors Communications & Notifications Backup Availability Propert y Infrastructure & Facilities Data & Vital Records Assets, Equip & Supplies Processes Business Cycles & Critical Dates ICT Systems & Single Point of Failure (SPOF) Operational Dependencies & Alternatives Identify the resources/assets (Life, Places, Processes): Life, Property and Processes

Department’s Function  Instruction  Student life support  Laboratory research  Research support  Other research  Facilities support  Administration  Other (describe): Department’s Function

Department Objectives Describe your teaching, research and/or service objectives during an emergency. Examples include: Ensuring access to clinical research documentation at an alternate location or switching lectures from classroom setting to an online offering. Objective 1: Objective 2: Objective 3: Department Objectives

Department Contacts Primary ContactNamePhone NumberCampus Address address Dept. locations Secondary ContactNamePhone Number Campus Address address Dept. locations Department Contacts

Data Information/Systems Data Is computer data backed up regularly? Is data accessible from an alternate location? Is data accessible when the network is down? System Are information systems essential during an emergency? include details in your plan Data Information/Systems

Department Emergency Communication  Phone   Text messaging  Call tree  UHCL web sites  Pager  Instant messaging  Other (describe): Electronic Billboard, Radio/TV Department Emergency Communication

Critical Essential Functions Critical essential functions are those functions that must continue or resume rapidly after a disruption of normal activities. The critical interruptions matrix will assist in determining whether or not your area has any essential functions.Essential functions are listed as people, places or processes that must continue functioning during a wide range of emergencies. Critical Essential Functions

Critical Interruptions Matrix ConditionDaysDaysDaysDaysDaysDaysDaysDaysComments 1 – 23 – 45 – Critical program space & facilities are damaged or not available Critical equipment is damaged or not available Centrally provided power becomes unavailable Communications via phone, fax, , and internet becomes unavailable Central Information Systems are non- functional. Mission critical data is not unavailable Local information systems (LAN or desktops) become non-functional Staff is impacted by the disaster and not available to work Critical business partners or vendors are unable to provide goods or services Critical Interruptions Matrix

Essential Functions Listing Essential Function: PrimaryAlternateSecond Alternate People Responsible Phone Numbers Essential Function: PrimaryAlternateSecond Alternate People Responsible Phone Numbers Essential Function: Essential Functions Listing

Interdependencies What are your department’s business interdependencies? What do you need from other departments to perform critical essential functions? List below the other products and services upon which your department depends on and the internal UH departments that provides that service. 1. Dependency (product/service): Provider (UHCL department): Has contact been made with dependency department to confirm services will be available for your department during an emergency? D DD D YES NO Date Contacted: Contact Person: Interdependencies

External Dependencies What are your department’s business external dependencies? What do you need from departments outside UHCL to perform critical essential functions? Dependency (product or service) PrimaryAlternate Supplier/Provider Phone Numbers External Dependencies

Leadership Succession NamePhone NumberAlt Phone Number Head of BCP First Successor Second Successor Third Successor Leadership Succession

Vulnerability/Risk Assessment Considering your objectives, dependencies and essential functions, list below your vulnerabilities, and whether or not you can mitigate this vulnerability or area of risk. If yes, what mitigation strategies have you implemented or could you implement in order to minimize the impacts from this vulnerability/risk? This may be the most important step of your emergency continuity planning process. Formulation of your mitigation strategies may require reevaluation of your objectives and functions. Vulnerability/RiskCan you mitigate?Mitigation Strategies Yes/No Example: UHCL Emergency Operation Center depends on internet access to function properly. YesYes1.Hotspot ($ annually) 2.Request priority access from IT Vulnerability/Risk Assessment

Exercising Your Plan

Resumption RESUMPTION OF NORMAL OPERATIONS Describe your BCP to fully resume operations as soon as possible after the crisis has passed. Identify and address resumption/scheduling of normal activities and services, work backlog, resupply of inventories, absenteeism, the use of earned time off, and personal needs. Resumption

Plan Approval

Questions? Albert Black, B.S. Director, Emergency Management & Fire Safety Office: Be Prepared Make A Plan Be Informed Questions?