IU READY - DEMO https://us.ready.kuali.org/iub Business Continuity - PDF document

IU READY ‐ BCP Orientation Training ‐ PART 2 7/15/2011 IU READY for Indiana University – PART #2 Emergency Management & Continuity IU READY - DEMO https://us.ready.kuali.org/iub Business Continuity Mary Lou East-Emmons Planning Specialists Business Continuity Planning Manager maemmons@indiana.edu Cole S. Seger – IU Bloomington 812.855.8975 Eileen M. Robichaud – IU Bloomington Nathaniel J. DeVore – Regional Campuses 2 IU READY – a Kuali Foundation Product IU READY – BCP BOOKLET https://us.ready.kuali.org/iub  Overview of IU READY STEPS  Frequently Asked Questions (FAQ) https:// . . . / iun IUN  Things to Know BEFORE you plan https:// . . . / iusb IUSB  Glossary of BCP Terms https:// . . . / iuk IUK https:// . . . / iue IUE https:// . . . / iupui IUPUI https:// . . . / iub IUB https:// . . . / ius IUS 3 4 Emergency Management & Continuity ‐ Business Continuity Planning 1

IU READY ‐ BCP Orientation Training ‐ PART 2 7/15/2011 IU READY – Opening Screen – (CAS) IU READY – Opening Screen https://us.ready.kuali.org/iub 5 6 IU READY – Welcome Screen IU READY – Welcome Screen User’s Name & Campus HandyLinks - pull down menu Guidance Panel ‘Click’ on Button to Begin 7 8 Emergency Management & Continuity ‐ Business Continuity Planning 2

IU READY ‐ BCP Orientation Training ‐ PART 2 7/15/2011 Administrator Control - Manage or Setup Administrator Control Screens Each RADIO BUTTON (21) requires manual input of content, (i.e., setup information.) Information can be as detailed or Preliminary ADMIN Set up as simple as needed for campus BC planning. This work is done by the system Administrator prior to campus usage. 9 10 IU READY – Choose a Plan / Create a Plan Click on button to “CREATE NEW PLAN” CREATE A NEW PLAN CREATE A NEW PLAN CLICK on button “GO TO THIS PLAN” 11 12 Emergency Management & Continuity ‐ Business Continuity Planning 3

IU READY ‐ BCP Orientation Training ‐ PART 2 7/15/2011 IU READY – Create a New Plan IU READY – Create a New Plan Administrative / Operational Level IUB Academic Level Screen Entry – From the Bottom UP! President Provost Guidance Panel LEVEL 1 Vice Vice Provosts MAJOR DIVISION LEVEL Presidents Chairs/Deans (47) (14) (33) + ❹ Name of Unit LEVEL 2 Org Chart ❷ ACRONYM LEVEL ❸ Acronym (188) ❶ Head of LEVEL 3 or 4 Unit PLAN NAME = Full email address This is the upper- most Dean/ Chair / (235) Director for the ( ∞ # ) area this plan will cover 13 14 BCP Team will be happy to help with the naming convention for your area of responsibility… NAMING CONVENTION – IUB (Handout) ❸ - Org Chart The ORG CHART is derived from the highest level (just below the IU PRESIDENT or PROVOST) or next level down ( DEAN, WEBSITE RESOURCE: protect.iu.edu/bcp VICE PRES. or VICE PROVOST, or SCHOOL OF… ) THERE ARE 47 LEVELS Each BCC should choose the highest level of their reporting line just below the President or Provost. NOTE: This selection is used internal to IU Ready and helps with canned reports or creation of new reports. 15 16 Emergency Management & Continuity ‐ Business Continuity Planning 4

IU READY ‐ BCP Orientation Training ‐ PART 2 7/15/2011 IU READY – Create a New Plan Step #4 – Name of Unit Step #4 – Name of Unit ❷ - Acronym ❹ Name of Unit Name of your DIVISION / UNIT Name of your DIVISION / UNIT The ACRONYM field incorporates the ORG ❸ Org Chart CHART abbreviations for level #1 (top/highest ❷ Acronym Engineering below the President or ❶ Building Maintenance & Operations Provost) AND level #2 Head of Unit into one field. Building Systems Utilities If your Department, Division, Administration Support Services or Unit (DDU) is several Finance levels down the reporting Procurement line, always pick the highest Engineering -> Service Center level below the Chancellor level, AND the next level VPCPF -> down in the reporting line for YOUR selection . VPCPF – PP -> Example: At IUB, the Physical Plant (PP) , reports Click – “Create a New Plan” to the Vice President for Capital Projects and Facilities (VPCPF) . Therefore the Acronym would be = VPCPF-PP . 17 VPCPF – PP – Engineering (Mechanical) 18 Name of the Plan Name of the Plan VPCPF – PP – Engineering (Mechanical) VPCPF – PP – Engineering (Mechanical) STEP – TABS (1-5) Maintenance Buttons Interview Forms Add / Remove Add as many names as Full Access …or… View Only Users need to complete the plan. Guidance 19 20 Panel Emergency Management & Continuity ‐ Business Continuity Planning 5

IU READY ‐ BCP Orientation Training ‐ PART 2 7/15/2011 Name of the Plan VPCPF – PP – Engineering (Mechanical) VPCPF – PP – Engineering (Mechanical) STEP ❶ Department Identification Includes: Number of Personnel Type of Department * Location(s) occupied * Evacuation Plans Cost Center ** Comments (if needed) Step 1: Department Identification * Pull Down Menus ** Not used by any IU campuses Guidance Panel 21 22 SAVE …. SAVE and CONTINUE Guidelines for Critical Functions Identify Critical Functions in terms of functions and STEP ❷ services , rather than processes or department names Critical Functions Plans allow up to 999 A critical functions has one or more of these attributes: Critical Functions or Non- Critical functions. The list of functions may be placed a. Has direct, immediate effect in preventing loss of life, in the order desired by the user by changing the personal injury, or loss of property number and clicking on the “Reorder List” button b. Is required by law c. Is absolutely essential for teaching or research A Level of Criticality (1, 2, 3, Deferrable) is set for d. Provides vital support to critical function(s) of another each listed function. A set of Detail Screens (or sub-tabs) dept., unit, organization allow the collection of e. MUST BE continued under all circumstances additional information about the specific function. CANNOT suffer a significant interruption f. Click for Go To Detail Screens 23 24 Emergency Management & Continuity ‐ Business Continuity Planning 6

IU READY ‐ BCP Orientation Training ‐ PART 2 7/15/2011 Critical Functions TEMPLATE STEP ❷ Function Chosen Critical Functions TABS Space is provide for WEBSITE RESOURCE: additional detailed protect.iu.edu/bcp information by function. The critical function title is located at the top just under the major-tabs. It indicates to the user the Sub-TABS function for which they are entering information in the sub-tabs. Additional information SUB-TABS includes: a. Description b. Peak Periods of service or functionality c. Documents – place to upload d. Dependencies – upstream & downstream e. Consequences f. How to cope IF…. Is not available On the PROTECT.IU.EDU – Resources “Critical Function Worksheet - Template g. Action Items – A place to list what needs done. 25 26 TAB ❷ .a TAB ❷ .b Critical Functions Critical Functions Description Peak Periods Space is provide for This allows the user to additional detailed indicate any months that information of the selected have especially high function. activity in accomplishing the chosen function – EX: course – registration happens once per semester. Provide the following: Brief Description If the function is a daily / weekly Name of section / unit activity, indicate this by putting Responsible person “on-going” in the explanation needed box. SAVE …. SAVE and CONTINUE SAVE …. SAVE and CONTINUE 27 28 Emergency Management & Continuity ‐ Business Continuity Planning 7

IU READY ‐ BCP Orientation Training ‐ PART 2 7/15/2011 TAB ❷ .c TAB ❷ .d Critical Functions Critical Functions Documents Dependencies Space is provide to upload UPSTREAM = departments important documents for (WITHIN campus) whose this function. It does not reduced functioning would matter the ‘flavor’ of the seriously impair your own file. It can be anything… department’s ability to .pdf, .xls, .doc, etc… perform the selected function. DOWNSTREAM = depart- Provide the following: ments that would be Name of document seriously impacted if YOUR Description department could not Owner perform the selected Location where kept function Pull-down lists Medium Contact Person If the department isn’t in the Back up lists, users may add their own. SAVE …. SAVE and CONTINUE SAVE …. SAVE and CONTINUE 29 30 TAB ❷ .e TAB ❷ .f Critical Functions Critical Functions Consequences How to Cope Of a Slow Recovery This section requires short Key Resources Suppose the function answers [ one-to-several Space named is NOT restarted bullets or statements ]. Give Staff quickly enough following a ideas for each key resource. Unique Skills crisis or disaster. Which of Working at Home the listed “harmful Accept this challenge : We Network Access will continue (or rapidly consequences” might restart) our teaching, occur? Campus Closure research, patient car, and Risk State what the maximum necessary support functions, amount of time that could Show Stopper no matter what the elapse before the Added Vulnerabilities conditions. ‘consequence’ would occur Policy Exceptions (0-2 days; 1 week; 2 weeks, etc.) and why. 31 32 SAVE …. SAVE and CONTINUE Emergency Management & Continuity ‐ Business Continuity Planning 8