Charter UCSF UC Ready Mission Continuity Management Team

Transcription

1 Charter UCSF UC Ready Mission Continuity Management Team Version 3, 2014

2 Document Control DOCUMENT DESCRIPTION Title Version Approved Date 3 Mission Continuity Management Team (MCMT) Charter Various Created by Esther Silver Last changed by Esther Silver Filename and Location UC Ready Mission Continuity Team Charter, Mission Continuity Management Team WIKI ASSOCIATED DOCUMENTS Document Description Version Date MCMT Work Initiatives To be created DOCUMENT VERSION Version Date Author Changes Draft 7/2009 Esther Silver 1 4/2010 Esther Silver Removed draft 2 9/2011 Esther Silver Updated membership and Chair 3 2/2014 Esther Silver Updated membership The charter should be maintained as a single document. If any part of the charter is changed, it will be given a new version number and be distributed to the parties identified in the contact list in Appendix A. Management of this document is the responsibility of the Business Continuity Program Manager. MCMT DOCUMENT UPDATE NOTIFICATION (Parties notified if changes are made to this document) ii

3 Table of Contents Document Control ii 1 OVERVIEW Purpose Background Group Mission Meeting Frequency Key Interactions Functional Units Senior Executives Composition 2 2 ADMINISTRATIVE PROCEDURES Team Decision-Making Process Conflict Resolution and Problem Solving Changes in Team Membership Annual Charter Review 3 3 TEAM PERFORMANCE ASSESSMENT 4 4 CHARTER APPROVAL (SIGN-OFF) 5 APPENDIX A: TEAM MEMBERSHIP 6 APPENDIX B: CHARTER REVISION PROCESS 7 UCSF UC Ready Mission Continuity Management Team Charter, Version 3 iii

4 1 Overview 1.1 Purpose This document serves as the Mission Continuity Management Team charter, describes the objectives and purpose of the group, and provides the group a roadmap for how it intends to perform its function. 1.2 Background The Mission Continuity Management Team represents one of the principal bodies that make up the Continuity Management Program. The program was established to improve the continuity planning and exercise process and to ensure UCSF mission critical functions can continue through a business disruption or disaster. The mission continuity management structure is designed to facilitate effective joint management, by the functional divisions and the UCSF Emergency Management Team. The group is the key decision-making body for the Continuity Management Program. 1.3 Group Mission The Mission Continuity Management Team will set strategic priorities for continuity management efforts at UCSF. In so doing, the overall value provided to UCSF will be maximized. The following represent the key functions that the Mission Continuity Management Team will perform within the framework of the overall mission continuity management process: Identify, define and prioritize critical functions and ensure that risk of the functions not being able to continue is mitigated to a reasonable and acceptable level Identify material gaps in recoverability and report them to the appropriate individuals including the MCMT Assign one or more Continuity Coordinators to complete and exercise the Plans including the implementation of necessary infrastructure Create a timetable that establishes due dates for each deliverable Ensure Continuity Coordinators complete effective deliverables on time Review program effectiveness and make program improvements 1.4 Meeting Frequency This body will meet as needed to perform the following: Approve the work plan Identify, define and prioritize new and emerging risks Make program decisions Review performance reports and set goals 1.5 Key Interactions Functional Units The following describes the collaboration that exists between the Mission Continuity Management Team and the functional units Communicate program elements, key dates, decisions, and performance Oversee the completion of deliverables from the functional units Seek program performance feedback to continuously improve the program UCSF UC Ready Mission Continuity Management Team Charter, Version 3 1

5 1.5.2 Senior Executives The following describes the collaboration that exists between the Mission Continuity Management Team and UCSF Senior Executives (Senior Executives may be at the Control Point or Division Level as applicable). Obtain support for program goals and achievements Report on program status Seek program performance feedback to continuously improve the program 1.6 Composition Chair: TBD Lead representative from each major UCSF Divisions and Support Groups UCSF UC Ready Mission Continuity Management Team Charter, Version 3 2

6 2 Administrative Procedures 2.1 Team Decision-Making Process The team will make decisions using a consensus model whenever possible. Where consensus cannot be reached, the majority will make the final decision or recommendation. 2.2 Conflict Resolution and Problem Solving A log will be kept of all strategic issues requiring resolution. The Team will assign the resolution of those issues to the appropriate governing body. 2.3 Changes in Team Membership The purpose of this section is to address changes in team membership, including additions, reductions, and replacements to team membership. Members of the team are responsible for finding their replacement if they can no longer fulfill their responsibilities. 2.4 Annual Charter Review The charter will be reviewed annually, and as needed, by the Mission Continuity Management Team to determine if it continues to meet the needs of the group. If changes are deemed necessary, the change procedures described in Appendix B will be followed. UCSF UC Ready Mission Continuity Management Team Charter, Version 3 3

7 3 Team Performance Assessment One of the characteristics of high performing teams is their attention to continuously improving how they function as a team and how they conduct their team s mission. To be able to do this, a team must have a means of measuring its processes to see: 1) how well it is doing its job, and 2) what areas need team focus for improvement. The assessment will be based on the following metrics and other metrics as they become apparent: Number of Plans completed versus number of plans scheduled to be completed. Number of Plans exercised versus number of exercises scheduled to be completed. Annually, the Team will devote a portion of the agenda to self-evaluation and recommendations for improvements in the following year UCSF UC Ready Mission Continuity Management Team Charter, Version 3 4

8 4 Charter Approval (Sign-off) The following individuals have received and reviewed the charter for the Mission Continuity Management Working Group, and it has been approved as submitted. 1. Chief of Police Name Title Telephone Signature Pamela Roskowski Chief of Police Date 2. Director of Homeland Security and Emergency Response Name Title Telephone Signature Mike Denson Acting Director of Homeland Security and Emergency Management Date 3. Business Continuity Program Manager Name Title Telephone Signature Esther Silver Business Continuity Program Manager Date UCSF UC Ready Mission Continuity Management Team Charter, Version 3 5

9 APPENDIX A: TEAM MEMBERSHIP Opinder Bawa Suzanne Murphy Team Contact Information Name(s) Organization Representing Telephone no Louisa T Burgio, Wendy Hom Chief Technology Officer, MCMT Chair Executive Vice Chancellor and Provost School of Medicine / Jackie Jew School of Medicine - Pediatrics Chris Orsine ITS Zina Mirsky School of Nursing Susan Schultz, Molly Newlon School of Dentistry / James Jovas School of Pharmacy Robert Berryman Real Estate Ron Norris Finance and Administration Chris Jones Homeland Security and Emergency Management Esther Silver Mission Continuity Pat Price Facilities Management Luke Hones, Carolyn Bass Human Resources / Kevin Barney ITS Renuka Darbha Med Center IT Linda Reilly Cell Culture Facility James Wilkerson, Diana Bauer LARC / Staff Support UCSF UC Ready Mission Continuity Management Team Charter, Version 3 6

10 APPENDIX B: CHARTER REVISION PROCESS Categories of Charter Changes Because it is intended to be a living document, this charter requires periodic update and revision. Charter changes are categorized as major or minor. The following chart lists the examples of the types of changes that fall into each category: Major Changes Team Mission Team reconfiguration (combining, splitting, etc.) Decision-making process Minor Changes Team Membership Phone Numbers Corrections How to Prepare Charter Revisions Mission Continuity Management Working Group support staff will prepare change pages to cover charter revisions. These pages should be clearly identified by charter section and subsection number, and they should also carry the charter revision number and date. Major Change Revision Process Major changes will be formally reviewed by the Business Continuity Management Working Group and approved by the Chair. Minor Change Revision Process Minor changes will be made to the document by supporting staff. Revised versions will be posted on the BCM Webpage. Additionally, the Business Continuity Management Team will be informed of changes and directed to the group s website for a copy. Note: No approval signature is required from the Team for minor charter changes. UCSF UC Ready Mission Continuity Management Team Charter, Version 3 7

11 UCSF UC Ready Mission Continuity Management Team Charter, Version 3 8