June 2, 2004

 

Memo for:   Business Continuity Plan Management Committee

 

Subject:  Minutes of the May 21, 2004 Meeting

 

1.  A meeting of the Business Continuity Plan Management Committee was held on ThursdayFriday, January 29May 21, 2004 in Room 124 Atkins Library.

 

2.       Attendance:

Ø                        Present:  Dixie Airey, Kathi Baucom, Becky Cawley, Ted Elling, Lee Gray, William Harper, Carter Heath, Michelle Howard, John Mack, Charlie Puckett, Mark Reynolds, Morgan Roseborough, Wally Seigler, Darin Spease, Gary Stinnett

Ø                        Absent:  Susan Brooks, Rick Conboy, Randy Duncan, Barbara Edwards, Ray Galleno, Barry Godlewski, Jon Hawn, Bill Hill, Tony Hoppa, Phil Jones, Tom Lamb, Randy Ross, Laura Simic, Doug Thomas, 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 RTOs in the second week. (Enclosure 2).  The goal is to have all COOPs completed by June, 2004.  Several completed COOPs are currently in need of update (at least every 6 months, or as changes occur).  They are: 

Core IT Systems (Mainframe) COOP

Facilities Repair COOP 

Utilities Delivery COOP

Counseling Services COOP

 

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) which was conducted on May 25th. 

 

C.  BCP Software, “Resource Tracker”, Training.  Morgan provided an update on training people to use the new software.  Train the trainer was conducted for Morgan, Chris Ervin, Ted Elling, Steve Coppola, Mark Reynolds, and John Mack.  The goal is to get people trained in each division (or department) where there is a COOP requirement by the end of June.  These will be people who will perform maintenance and updates of the plans.  Those who need “read only” access will be trained later.  The training takes about 1 hour and includes a handout with step-by-step procedures for completing basic maintenance tasks.  

 

D.  Disaster Scenario.  The scenario for this meeting dealt with a major accident in the Cone Center loading dock area, resulting in several injuries, partial collapse of the Cone Plaza, and loss of utilities in both Cone Center and the King Building.  Other considerations included possible flooding in the basement of Reese.  The exercise focused on means to communicate with internal and external constituents in the absence of the campus switchboard, identification of all impacted operations and activities, and relocation of displaced activities with RTOs within the first week following the disaster.

 

E.  Next Meeting.  The next meeting of the committee will be at 10:00AM on Friday, June February, 2725, 2004.  The location will be announced when a meeting room is confirmed. 

 

 

 

 

Morgan Roseborough

Director, Business Continuity Planning

UNC Charlotte