April 30, 2004

Memo for: Business Continuity Plan Management Committee

Subject: Minutes of the April 30, 2004 Meeting

1. A meeting of the Business Continuity Plan Management Committee was held on ~~Thursday~~Friday, ~~January 29~~April 30, 2004 in Rm 208 Cone Center.

2. Attendance:

Ø Present: Kathi Baucom, Susan Brooks, Rick Conboy, Randy Duncan, Tommy Earnhardt, Ted Elling, William Harper, Jon Hawn, Carter Heath, John Mack, Morgan Roseborough, Wally Seigler, Doug Thomas

Ø Absent: Dixie Airey, Barbara Edwards, Ray Galleno, Barry Godlewski, Lee Gray, Bill Hill, Tony Hoppa, Michelle Howard, Phil Jones, Tom Lamb, Steve Mosier, Lars Powell, Charlie Puckett, Mark Reynolds, Randy Ross, Laura Simic, Darin Spease, Gary Stinnett, Richard Yount

3. Main topics / issues (Enclosure 1):

A. Update on Continuity of Operations Plans (COOPs). To date, we have received COOPs for all critical processes with Recovery Time Objectives in the first seven days after a disaster. There is significant work ongoing on COOPs with RTO’s in the second week. (Enclosure 2). The goal is to have all COOPs completed by June, 2004. Several completed COOPs are in need of update (at least every 6 months, or as changes occur).

B. Update on Exercises. The enclosed chart (Enclosure 3) shows completed and pending exercises of critical process COOPs. Most have been tabletop exercises, except for Purchasing, Vivarium (semi-live) and the ITS recovery exercise (live) scheduled for late May.

ØC. New BCP Software, “Resource Tracker”. Morgan provided an overview of the organization and capabilities of the new BCP software.

a. ITS installed the new software on the CITRIX server with related documents stored on a shared drive (R:\). This will enable those who have been granted access to work on their plans from on or off-campus, wherever they can get Internet access.

b. Familiarization training has been conducted on the software and each major division of the University will have a trainer to train designated end users on how to use the software to maintain information on their team and/or division plans.

c. Morgan Roseborough and Chris Ervin will also be available to assist division trainers with training end users who will be maintaining BCP’s.

d. The goal is to have all end users trained by the end of June, 2004.

D. Disaster Scenario. The scenario for this meeting dealt with a possible SARS case on campus. The exercise focused on communications (internal and external), roles and responsibilities of the University and the County Health Office, and practical steps that can be taken by supervisors and managers to avoid making a bad situation worse.

G.E. Next Meeting. Due to the Memorial Day Weekend, the next meeting of the committee will be at 10:00AM on ~~February, 27~~May 21, 2004. The location will be announced when a meeting room is confirmed.

Morgan Roseborough

Director, Business Continuity Planning

UNC Charlotte