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

2. 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:
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

3. 7 Phases of the Disaster Recovery Project
Phase 1: Unit Identification (Jan , 2016)
Phase 2: Critical Functions (Jan. 22 – Feb. 19, 2016)
Phase 3: Information Technology (Feb. 19 – Mar. 25, 2016)
Phase 4: Faculty Preparedness (Feb 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

4. 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

5. 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/ 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

6. 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 below by December 18, 2016:
Elizabeth Castillo-Project Manager, CNS-OIT 6 6

7. 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 below by December 18, 2016:
Elizabeth Castillo-Project Manager, CNS-OIT 7 7

8. 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 below by December 18, 2016:
Elizabeth Castillo-Project Manager, CNS-OIT 8 8

9. 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!

10. 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)

11. 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)

12. 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.

13. Key Contacts Mark McFarland, Director, CNS-OIT
Eric Rostetter-Project Manager, CNS-OIT
Elizabeth Castillo-Project Manager, CNS-OIT
CNS-OIT Disaster Recovery Project-Kickoff Meeting 13 13

14. Q/A Wiki Address: https://wikis.utexas.edu/display/CNSDRP
Address:
UT-Direct:
UT Ready system:
CNS-OIT Disaster Recovery Project-Kickoff Meeting 14