1. Mission Continuity Program
FY 2018 Tabletop Exercise

2. Introduction Time of year: late-March/early-April
Time of day: 10:00 AM
Weather: mild-spring weather—no rain
Note: Schools and Centers are encouraged to modify the scenario slides to fit their particular situation (e.g. research labs, Morris Arboretum, NBC, Classroom building, Computer labs/server rooms, etc)
FY 2018 MCP TTX scenario

3. 10:00 AM Fire alarm system is activated
Building is to be evacuated immediately
Decide for this scenario the extent of the damage (entire building(s), individual floors, specific departments, etc.)
Did your staff know to go to the Building Area of Refuge (Emergency Procedures for your building are posted near elevators and stairwells)?
Do you have plans for a roll-call so you know where all your faculty and staff are? 
FY 2018 MCP TTX scenario

4. 10:03 AM
After 3 minutes of the alarm sounding, first responders arrive.
Some occupants failed to evacuate and require medical assistance from emergency medical services EMS.
Consult Loss of HR plans
Do you have job descriptions and procedures for everyone in case someone will need to be out for an extended period?
Do you have plans for replacing people if someone is out for an extended period?
Do you have job descriptions for everyone in case someone will need to be out for an extended period?
FY 2018 MCP TTX scenario

5. First responders assess the situation
First responders (Fire and Emergency Services and/or Penn Police) update you at your area of refuge
No-one may enter the building for at least the rest of the day or longer based on structural assessment
Facility will likely be out of use for two weeks or more
Consult Loss of Building plans
Do you have an alternate location to work from and triage what needs to be decided first?
How do you decide who if anyone can work remotely?
What are the special needs of faculty and students?
Consult Loss of Technology plans
Can you access your critical systems? Are any of them in the Cloud?
Do you use a VPN for systems containing confidential information?
Do you have technology available for remote meetings (Conference bridges, Blue jeans, GotoMeeting, e.g.)?
Do you have out-of-band communications set up, such as xMatters?
FY 2018 MCP TTX scenario

6. First responders assess the situation (continued)
Consult Loss of Equipment plans (including documents):
Is there any equipment you need in order to continue the organization’s critical operations?
Consult Loss of Third-Party plans:
Do you need to contact any vendors to let them know the facility is not currently available and it is unknown when it will be available?
FY 2018 MCP TTX scenario

7. The next morning
FRES notifies you that the building will not be available for at least two to three weeks, due to fire, smoke and water damage. Damage is extreme.
You need to have an emergency meeting/conference call with all critical staff to determine course of action.
Take stock of any loss of access to documents and files that are not electronic. 
 What is in your office/on your desk that you need?  Is there any way to recreate these documents (print again if electronic)?
Do you have an Incident Response Team designated?
Do you have a Call List for the people on the team, so they can be contacted easily?
FY 2018 MCP TTX scenario

8. The next morning (continued)
School/Center leadership and/or Incident Response Team holds a virtual meeting.
Is a communication plan in place, to notify stakeholders and others that you are not in your primary facility?
Do you have Call Lists, listservs or text messaging set up for critical stakeholders and affected constituents, so communication can be sent easily?
Are communication channels available (splash page can be put up on web page; new messages can be recorded on voic ; phone lines can be transferred; messages can be sent and received)?
FY 2018 MCP TTX scenario

9. “Oh no…are you kidding me?”
FY 2018 MCP TTX scenario

10. “OMG what was on my desk?”
FY 2018 MCP TTX scenario

11. “This is much worse than I imagined….”
FY 2018 MCP TTX scenario

12. “My lab!! How will we get up and running?”
FY 2018 MCP TTX scenario

13. “Where to begin….”
FY 2018 MCP TTX scenario

14. “Is it all backed up?”
FY 2018 MCP TTX scenario

15. Morning of the third day
FRES teams confirm that your building(s)/impacted area will not be available for at least two to three weeks.
Your team convenes to assess and deploy plans for continuity of operations:  When something happens, What do you do, Who does it, and How is it done?
Have you considered these planning steps?
Identify -- determine alternative work location(s), assess temporary and ongoing replacement needs, coordinate service and supply requests
Inform -- determine how to keep stakeholders in the loop on actions you take
Organize -- determine timelines for responding
Communicate -- conduct continuing outreach to affected parties (students, faculty, staff, alumni, clients, etc.)
FY 2018 MCP TTX scenario

16. Mission Continuity Planning
Were our plans adequate for this type of loss and disruption to normal operations?
Are we able to continue operations without major impact to our constituents?
Post-exercise analysis:
How could we improve communications?
Do we need to modify our plans?
What was missing in the steps we took?
What would we do differently?
What are the most important lessons learned?
Are we comfortable with our response and ability to recover?
Did we succeed in protecting Penn assets?
FY 2018 MCP TTX scenario