1. Gloria Hauck Thiele University of Michigan EDUCAUSE ‘99, October 27, 1999 Y2K: The Beginning of the End of the Final Chapter

2. Y2K Critical Issues Risk evaluation and risk management Communication plan and flows Testing communications Human behavior factors Preparedness for unknown disruption

3. CASE STUDY: University of Michigan Occurs on a weekend during semester break UM Hospitals operational, seasonal census Monday, January 3, 2000: Students move into University Housing Monday, January 3, 2000: Student Registration and some professional schools classes begin. Wednesday, January 5, 2000: First day of classes Friday, January 7, 2000: First biweekly payday, Financial Aid disbursement Monday, January 10: First week of classes This is a Year 2000 Readiness disclosure under the Year 2000 Information and Readiness Disclosure Act

4. Y2K Priorities Established Health and safety of University community members. Delivery of health care and hospital patient services. Continuation and maintenance of research resources. Delivery of critical student-related services. Security and preservation of University facilities and equipment. Maintenance of support for community/ University partnerships. This is a Year 2000 Readiness disclosure under the Year 2000 Information and Readiness Disclosure Act

5. U-M Y2K Preparedness Business Continuity and Contingency Planning Quality Assurance Communications This is a Year 2000 Readiness disclosure under the Year 2000 Information and Readiness Disclosure Act

6. U-M Y2K Preparedness Studied communication and event management Methodology Action plans to implement recommendations This is a Year 2000 Readiness disclosure under the Year 2000 Information and Readiness Disclosure Act

7. U-M Y2K Preparedness Gaps –Integrated and coordinated Communication Plan. –Coordinated event management and/or communications function. –Central clearing house. –Synthesis of critical information –Priority decision making. –Support these functions. This is a Year 2000 Readiness disclosure under the Year 2000 Information and Readiness Disclosure Act

8. U-M Communications & Event Management Information Flow Process

9. Y2K Response Team Purpose Insure coordination and cooperation. Relieve service providers of the burden to provide information. Insure Y2K incidents are resolved quickly. Insure timely and accurate communication to internal and external stakeholders. Provide a well-trained and properly supplied center. Successful management of the rollover event. This is a Year 2000 Readiness disclosure under the Year 2000 Information and Readiness Disclosure Act

10. Y2K Communication Plan –Develop a U-M wide communication plan for before, during and after the rollover period (December 30-January 4). –Establish a Y2K Communication Center to ensure a process for the appropriate flow of Y2K information. This is a Year 2000 Readiness disclosure under the Year 2000 Information and Readiness Disclosure Act

11. Y2K Communication Plan Identifying communication/information professionals to staff the Response Center during the rollover. Identifying on-call liaison information providers for additional assistance during the rollover. Providing standard press/media room environment. This is a Year 2000 Readiness disclosure under the Year 2000 Information and Readiness Disclosure Act

12. Y2K Response Team Timeline October 14: 1st Planning & Training Session: Initial overview, headquarters operations, design procedures. November 12: 2nd Session: Review headquarters functions and remote response centers, identification of incident scenarios. December 7: 3rd Session: “dress rehearsal” December 30-January 4: Operational Y2K Response Center This is a Year 2000 Readiness disclosure under the Year 2000 Information and Readiness Disclosure Act

13. Response Team Responsibilities Coordinate incident response and communications. Ensure a University-wide view of Y2K conditions. Build on current practices. “Service Provider Teams” deployment within existing campus operations centers. Coordinate communications to ensure a comprehensive view. This is a Year 2000 Readiness disclosure under the Year 2000 Information and Readiness Disclosure Act