January 28, 2005
Memo for: Business Continuity Plan Management
Committee
Subject: Minutes of the January 28, 2005 Meeting
1.
A meeting of the Business Continuity Plan Management Committee was held on
Friday, January 28, 2005, in Room 208 Cone Center.
2.
Attendance:
a.
Present: Randy Duncan, Diana Gann, Tony Hoppa, Dane
Hughes, Phil Jones, Debra Joyce, Marlon Lynch, John Mack, Mark Reynolds,
b.
Absent:
Dixie Airey, Kathi Baucom, Susan Brooks, Rick Conboy, Barbara Edwards,
Ted Elling, Ray Galleno, Barry Godlewski, Lee Gray, Jon Hawn, Carter Heath,
Bill Hill, Michelle Howard, Tom Lamb, Charlie Puckett, Gary Stinnett
3.
Main topics / issues:
a.
Extended Notification System (ENS): After purchasing 25 “full user seats” in the
MissionMode Automated Notification System, we added a number of Extended
Notification System members in the Business Affairs Division. These people are only able to receive and
reply to alert messages. The vast
majority of these (approximately 150) are in Facilities Management. This service is also open to other divisions
of the University to join. The cost is
$.75 per person per month. Alert
messages cost $1.25 per person per alert and must be purchased in blocks of
1000 alerts ($1250). These alerts may be
shared between departments or divisions.
Contact
b.
Issues from EOC Exercise, 1/13/05: Morgan
reported on the January Emergency Operations Center Exercise. In this exercise the MissionMode ANS was used
to alert members of the Crisis Management Team and was displayed as the “status
board” throughout the exercise.
(1) The MissionMode
ANS raised several observations and recommendations.
§
The phone message
was difficult to understand, particularly as it announced numbers. Room 208, came through as “…two, hundred,….ehh”. Morgan has addressed this with MissionMode to
see if each digit could be enunciated separately (e.g., “two, zero,
eight”).
§
Response choices
do not work on voicemail or answering machines.
The only means to reply to a voice mail is to call the MissionMode
toll-free number, or via the web site.
Participants will have to know their userid
and PIN or their web login information.
This is a matter of training, rather than a system fault.
§
Not all CMT
members received the alert message on all their phones or email. This probably resulted from the call being
answered by voice mail. After this
happens, the system ceases trying to contact other devices. The recommendation is to list first the phone
that most likely to be answered in-person.
After that, list those that may be more likely to be answered by voice
mail. The same is true of email. Users should list both home and office email.
§
There should be a
conference call bridge, to allow for convening a conference call. Doug Thomas explained that we can establish a
bridge between two campus phones. Other
users can dial into that bridge.
MissionMode also offers a conference bridge. However, the phone number
is not the same for every situation.
§
MissionMode users
should have a wallet card with web login and dial in instructions. Morgan is working on this with MissionMode.
(2)
§
There needs to be
one (or two) people assigned to act as scribes to maintain the operations log
and keep the situation board posted.
§
CMT members and
other Essential Personnel need an ID card to identify them as being authorized
to be on campus (or in the EOC) during an emergency. Morgan is working with Keith Wassum on this.
§
We should use the
§
The next exercise
should be scheduled in May of 2005.
c. Resource Tracker
Contact and Recovery Item Update and Status: Morgan presented the current
status of individual emergency contact information – a noticeable increase in
updated information since October 2004.
This is due to the update campaign that began in December 2004. The situation on recovery items was not as
good, with almost 50% of the recovery documents past due for update (more than
180 days since last update). Plans that
are overdue for update should be reviewed by “owners” and brought up to date as
soon as possible. This is particularly
true of colleges/departments/units that have moved to new locations.
d. Hurricane Ivan
Lessons Learned – University of West Florida: There were several lessons that
came out of this disaster that corroborate our planning efforts (click here).
That experience validates the planning efforts (and the resources) that
we are expending on disaster preparedness and business continuity planning.
e. Disaster Scenario. The scenario
for this meeting involved a situation where Facilities Management had planned a
disruption of power to the main computer facility in Atkins. Although it was scheduled for a Saturday, the
installation of a transformer was not successful and resulted in power being
disrupted through Monday afternoon. An
analysis of the impacts of loss of the computer systems, network, email, etc
that support operations of the University revealed that most of the University
could continue to function, but would not have access to critical data during
that period. Means to communicate
(internally and externally) were reviewed and discussed, as well as use of the
media to inform students, faculty and staff of the situation.
f. Proposed Date for next Meeting: The proposed date for the next meeting is
March 25, 2005, at 10 AM in Room 208 Cone Center.
4.
The meeting
adjourned at 11:05 AM.
Director, Business Continuity
Planning
UNC