BCPT IU READY IUPUI Training

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THE OLD: BCPT -> THE NEW: IU READY Emergency Management & Continuity October, 2012 Mary Lou East-Emmons Business Continuity

READY o Review past BCP plans o Train YOUR internal staff o Exercise the plan (2013) by VC Dawn M. Rhodes 2 IU READY Why?

1 THE OLD: BCPT -> THE NEW: IU READY Emergency Management & Continuity October, 2012 Mary Lou East-Emmons Business Continuity Planning Manager Carlos Garcia, IUPUI Director Emergency Management & Continuity IUPUI Business Continuity Planning Phase #2 Part of the ongoing BCP process Phase #2 Conversion of plans from BCPT > IU READY o Review past BCP plans o Train YOUR internal staff o Exercise the plan (2013) by VC Dawn M. Rhodes 2 IU READY Why? Why go from BCPT to IU READY? o Online continuity planning tool housed at UC Berkeley o Newest version of the UC Berkeley planning tool o Contains tabs for INSTRUCTION o Common use by other college and universities o A professional look and feel 3 Planning 1

Find IU READY - OneStart Easy access to the

ONESTART requires CAS an IU User Name and

4 Find IU READY - OneStart Within ONESTART

5 Find IU READY - OneStart Within ONESTART

2 Find IU READY - OneStart Easy access to the IU READY tool. ONESTART requires CAS an IU User Name and Passphrase for access. 4 Find IU READY - OneStart Within ONESTART CLICK ON Services Tab Protect IU (Left Menu) 5 Find IU READY - OneStart Within ONESTART CLICK ON Go to IU READY Portal (Upper Right Box) Also access our address bcp@indiana.edu 6 Planning 2

Find IU READY - OneStart Within ONESTART CLICK ON 1 st listing

listing for old BCPT tool 7 IU READY Opening Screen IU READY

button to continue 8 IU READY Important Buttons = at the bottom of

that content will not be saved if you don t utilize the above

3 Find IU READY - OneStart Within ONESTART CLICK ON 1 st listing IUPUI (for the IUPUI version of the IU READY tool) CLICK ON 2 nd listing for old BCPT tool 7 IU READY Opening Screen IU READY Opening Screen Displays the chosen campus IUPUI CLICK ON Begin button to continue 8 IU READY Important Buttons = at the bottom of each screen Important Action Buttons It is important to remember that content will not be saved if you don t utilize the above buttons DO NOT MOVE from one screen to the next by clicking on the tabs. 9 Planning 3

4 BCPT -> IU READY (IUPUI) Welcome Screens Shows similar content and access buttons or pull down menus. To access plans, click on Begin or Edit Your Plan button 10 IU READY List of Plans List of Plans Menu Accessible plans will be at the top of the overall list with a blue Go to this Plan button at the right of the plan name. Delete keys will not appear on your screens. 11 IU READY Create a New Plan Start from the bottom up. Create a New Plan The campus location is already chosen. Know the Head of the Unit (head of the unit covered by this plan); Pick the Acronym (created by the BCP Team for organization of plans); Pick the Org Chart (top level under the Chancellor); Plan Name (name of the unit) 12 Planning 4

5 IU READY Plan Home Plan Home Similarities (6) Work Areas (top tabs); Left Menu Status Button, Edit Name, Add/Remove Users, Print Menu, Choose a Different Plan; Guidance, HandyLinks 13 IU READY Main Tabs MAIN TABS Plan Home // STEP 1 Department Identifications // STEP 2 Critical Functions // STEP 3 Information Technology // STEP 4 Instruction // STEP 5 Key Resources // Action Item Summary 14 IU READY Plan Home MENU BUTTONS 1) Edit Your Depart Info // 2) Add / Remove Users // 3) Interview Forms // 4) Print Menu // 5) Choose a Different Plan // 6) Copy Entire Plan Post Production Steps (cover at the end of the presentation) 15 Planning 5

6 IU READY Plan Home Edit Create the Plan or Edit Name your plan Looks like ( organize the CREATE the A listed PLAN functions screen into GROUPS by area using initials ) 16 IU READY Add / Remove Users Manage Users > Add or Remove Authorized Users Know the user names prior to adding users to the list; the use of IU People Finder is no longer available. Access = FULL or VIEW ONLY 17 IU READY STEP #1 Step #1 Departmental Identification (part 1) Demographics of this plan Personnel expanded; Type of Department new; Locations pull down menu with comment field; 18 Planning 6

IU READY STEP #1 Step #1 Departmental Identification (part 2) Demographics of this plan Evacuation Plans; Cost Center N/A; 19 To assist you with a list of functions, utilize the Typical Functions

7 IU READY STEP #1 Step #1 Departmental Identification (part 2) Demographics of this plan Evacuation Plans; Cost Center N/A; 19 To assist you with a list of functions, utilize the Typical Functions document found on our website Step #2 Critical Functions Name the FUNCTIONS (all of them); Assign Level of Criticality ; Add Function to List; GO TO DETAIL SCREEN Click on this yellow button for each function to add the needed detail about the each specific function. 20 Documenting exactly how you perform a function within your office NOW, will allow a faster/speedier, more efficient RECOVERY of that function following a crisis. Critical Functions Go To Detail Screens button Click on this yellow button to enter needed details specific to each function. An additional set of (6) sub tabs allow depth/detail to be entered into the tool. 21 Planning 7

8 BCPT a. Description b. Peak Periods c. How to Cope d. Vital Records e. Consequences f. Key Documents g. Action Items h. Description i. Documentse j. Consequences IU READY a. Description b. Peak Periods c. Documents d. Dependencies e. Consequences f. How to Cope g. Action Items Step #2 Critical Functions Sub Tabs: Change: appearance of the buttons and are in a different order 22 Step #2 Critical Functions Sub Tabs: (a) DESCRIPTION Change: Dependencies it s own sub tab; Responsible Person should contain name, , office phone, title 23 Step #2 Critical Functions Sub Tabs: (b) PEAK PERIODS Change: If NO peak periods, but this is an annual, year round function say so in the comment section. 24 Planning 8

9 Step #2 Critical Functions Sub Tabs: (c) DOCUMENTS Identify and upload any documents that are very important to this function Change: Additional fields of information are requested 25 Step #2 Critical Functions Sub Tabs: (d) DEPENDENCIES Change: pull down menu UPSTREAM & DOWNSTREAM Dependencies Dependencies can be other units, systems, people outside of your control 26 Step #2 Critical Functions Sub Tabs: (e) CONSEQUENCES Change: Check box format IF YOU CHECK IT TELL ME WHY YOU CHECKED IT IN THE COMMENT LINE. 27 Planning 9

10 Step #2 Critical Functions Sub Tabs: What would you do if..? (f) HOW TO COPE 28 Step Step #2#2.g Critical Action Functions Items Sub Tabs: (g) ACTION ITEMS What can ( organize you do the BEFORE listed any functions disaster into strikes GROUPS to by lessen area its using impact. initials ) 29 IU READY STEP #3 Step #3 Information Technology (a) Applications (central) Provided a list of CENTRALIZED Applications used [mostly] by all faculty/staff. Level of Criticality based on the group covered by the plan 30 Planning 10

11 IU READY STEP #3 Step #3 Information Technology (b) Applications (dept.) Put in Applications specific to YOUR department. Each application will have DETAIL SCREENS that require information on how supported 31 IU READY STEP #3 Step #3 Information Technology (c) Servers Put in SERVERS specific to YOUR department located in your area. Each server will have DETAIL SCREENS that require information on how supported 32 IU READY STEP #3 Step Step #3#3.d Information Information Technology Technology Work Stations (d) Work Stations How WORK ( organize STATIONS the listed are backed functions up, into and GROUPS who your by area support using organization initials ) are. Filled out by your IT person / support organization 33 Planning 11

12 IU READY STEP #3 Step #3 Information Technology Recovery strategies Filled out by your IT person / support organization (e) How to Restart 34 IU READY STEP #3 Step Step #3#3.f Information Technology Action Items (f) Action Items What can ( organize you do the BEFORE listed any functions disaster into strikes GROUPS to by lessen area its using impact. initials ) 35 IU READY STEP #4 #3 #1 #2 Step Step #4#3.f Instruction Information Technology Action Items Faculty ( Preparedness organize the listed > Instruction. functions into 1) Pick GROUPS the School by area and using ADD initials to List; ) 2) GO TO DETAIL SCREENS for additional sub tabs 36 Planning 12

IU READY STEP #4 Step #4 Instruction (a) High Priority Courses List of HIGH Priority Courses the courses whose

Course cast use of technologies 37 IU READY STEP #4 Step #4 Instruction (b) ALL Courses All Courses

One screen 38 IU READY STEP #4 Step #4 Instruction (c) Departmental Practices Disaster Readiness Practices

13 IU READY STEP #4 Step #4 Instruction (a) High Priority Courses List of HIGH Priority Courses the courses whose interruption would most threaten the progress of our students and the integrity of the curriculum Level of Course cast use of technologies 37 IU READY STEP #4 Step #4 Instruction (b) ALL Courses All Courses (undergraduate only) general questions regarding use of ONCOURSE, GRADES, Grad Instructors, Common Materials One screen 38 IU READY STEP #4 Step #4 Instruction (c) Departmental Practices Disaster Readiness Practices Strategies for communication, academic personnel, leaves, pedagogy Strategies my vary by discipline and by course type. 39 Planning 13

IU READY STEP #4 Step #4 Instruction (d) Special Teaching Issues Need for wet labs, studios, working in the field, software, access to collections Special Resources needed 40 IU READY STEP #4 Step #4

Staff Basics b. Essential Personnel b. Work from Home c. Work from Home c. Teams **new** d. Outside Unit Staff d. Skills **new** e. Partners e. Staff of Other Units f. Vendors f. Stakeholders g.

14 IU READY STEP #4 Step #4 Instruction (d) Special Teaching Issues Need for wet labs, studios, working in the field, software, access to collections Special Resources needed 40 IU READY STEP #4 Step #4 Instruction (e) Action Items List of things that could be done now to make your unit more prepared Start with a verb Discuss, Create, Document, Build, Buy, etc. 41 BCPT IU READY a. Communication a. Staff Basics b. Essential Personnel b. Work from Home c. Work from Home c. Teams **new** d. Outside Unit Staff d. Skills **new** e. Partners e. Staff of Other Units f. Vendors f. Stakeholders g. Clients g. Document Summary h. Document Summary h. Equip. & Supplies i. Equip. & Supplies i. Facilities & Transp. **new** j. Employee Information Step #5 Key Resources (SUB TABS) Changes: Some screens COMBINED and other screens NEW RED = Combined // BLUE = New // GREEN AQUA BLK = Same 42 Planning 14

15 Step #5 Key Resources (a) Staff Basics Home Contact Information // Leadership Successor // Employee Information Can be done on a spreadsheet and uploaded through Sub Tab h. 43 Step #5 Key Resources (b) Work from Home List of who [ faculty/staff ] could [ possibly ] work from home Can be done on a spreadsheet and uploaded through Sub Tab h. 44 NEW NEW Step #5 Key Resources (c) Teams. (d) Skills TEAMS that are important to help your department cope 10 teams SKILLS skills, licenses, or certifications needed post disaster NEW 45 Planning 15

16 Step Step #5#5.e Key Resources Staffing Requirements (e) Staffing Requirements STAFF REQ TS ( organize The the need listed to functions ramp up into certain GROUPS services by area may using require initials ) temp. realignment of staff. Based on Function how many and what type 46 Step #5 Key Resources (f) Staff of Other Units The most important people elsewhere on campus or medical centers who your staff will need to contact Can be done on a spreadsheet and uploaded through Sub Tab h. 47 Step #5 Key Resources (g) Stakeholders Other people your staff may need to contact after a disruptive event vendors, partners, donors, clients, sponsors Can be done on a spreadsheet and uploaded through Sub Tab h. 48 Planning 16

17 Step #5 Key Resources (h) Document Summary List of all documents identified from all CRITICAL FUNCTIONS Copied and saved on a secure server, for access by authorized people only. 49 Step #5 Key Resources (i) Equipment & Supplies Office Equipment // Other Equipment // Supplies Minimum equipment needs office and non office equipment 50 Step #5 Key Resources (j) Facilities & Transportation Facilities Special Space needs (i.e., storage space, parking needs, secure space ) Transportation List of special transportation needs 51 Planning 17

IU READY Action Item Summary Action Item Summary Collection of all ACTION ITEMS from all tabs (additional items can be added here) Change: Title Final Item > Action Item Summary STATUS (NEW) Ability

18 IU READY Action Item Summary Action Item Summary Collection of all ACTION ITEMS from all tabs (additional items can be added here) Change: Title Final Item > Action Item Summary STATUS (NEW) Ability to track progress of each listing 52 IU READY When Finished SAVE and CONTINUE Return to the PLAN HOME page. Plans should be reviewed for accuracy, corrections/additions made, approval by, ready to mark your plan.. 53 IU READY When Finished PLAN HOME PAGE yellow radio buttons (left menu) 1) Instructions for Plan Sign Off 2) Instructions for Annual Review Sign Off 54 Planning 18

19 Mark Your Plan Complete ** Your final step ** IU READY When Finished 1) Guidance Panel instructions a) Internal Leadership Review b) Plan Update Schedule c) Sign Off 2) Who gets a HARD COPY of the plan?? Printed version, electronic storage thumb drive 3) Plan Annual Review Calendar 4) Begin working on ACTION ITEMS 55 IU READY Contact Us! FOR ALL THING BUSINESS CONTINUITY PLANNING: CONTACT: bcp@indiana.edu WEBSITE: protect.iu.edu/bcp 56 Planning 19

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