June 28, 2004

 

Memo for:   Business Continuity Plan Management Committee

 

Subject:  Minutes of the June 25, 2004 Meeting

 

1.  A meeting of the Business Continuity Plan Management Committee was held on Friday, June 25, 2004, in Room 111 Cone Center.

 

2.       Attendance:

a.       Present:  Dixie Airey, Becky Cawley, Tommy Earnhardt, Ted Elling, Jon Hawn, Carter Heath, Tony Hoppa, John Mack, Tina McEntire-Mason, Daphne Neal, Mark Reynolds, Morgan Roseborough, Wally Seigler, Gary Stinnett, Doug Thomas, Marty Wright, Richard Yount.

 

b.      Absent:  Kathi Baucom, Susan Brooks, Rick Conboy, Randy Duncan, Barbara Edwards, Ray Galleno, Barry Godlewski, Lee Gray, William Harper, Bill Hill, Michelle Howard, Phil Jones, Tom Lamb, Charlie Puckett, Randy Ross, Laura Simic, Darin Spease.  

 

3.      Main topics / issues:

 

A.     Update on Continuity of Operations Plans (COOP):   Morgan reported that all COOPs have been completed for critical processes that must be restored in the first week following a disaster.  There is some work to be done on Meal Payment, Billing/Receivables, and Academic Department Operations for several of the colleges.  There are also some COOPs that are overdue for their six-month updates (ITS, Food Service).  Other COOPs are approaching their six-month update in the next few months. 

  

B.     Resource Tracker Training Status:  Morgan reminded committee members that training on this software for all units with responsibility for COOPs should be completed by June 30, 2004.  To date there are still some units that have not received (or scheduled training), but most with week 1 Recovery Time Objectives have completed the training.  Ted Elling is training people in Student Affairs and Steve Coppola is available to train people in Academic Affairs and the colleges.  Morgan is also available to train people in any division of the University.

 

C.    EOC Exercise, 15 July, 2004:  Morgan reported that a tabletop exercise for members of the Crisis Management Team Core Group (primary and alternate members) is scheduled for 15 July (1PM – 3PM) in the Lucas Room, Cone Center.  Members should bring required items (listed in Tab B of the University Emergency Response Plan) and be prepared to work through a disaster scenario.  It will be helpful for CMT Core Group members to know what COOPs their Division (or department) is responsible for, and the Recovery Time Objectives for those COOPs.  BCP Committee members should request feedback and suggestions from the CMT Core Group members and bring those to the next BCP Committee meeting.

 

D.     Practice Disaster Scenario.  The committee was introduced to a scenario in which a student was taken hostage by a former employee, who threatened to kill himself and the hostage (and to detonate a bomb in an academic building) if his demands were not met.  This scenario required a review of bomb threat procedures, contacting appropriate external resources (CMPD, FBI, Bomb Squad, HAZMAT, medical), evacuation of all academic buildings, determination of critical processes impacted, and developing appropriate information/messages for students, parents, faculty&staff, and media.  Additional issues were identified concerning where to send people who were evacuated from buildings, how to inform them, how to transport them (if necessary).

 

4.      The next meeting of the committee will be Friday, July 30, 2004, at 10:00 AM.  Location will be announced in a reminder message.

 

 

 

 

Morgan Roseborough

Director, Business Continuity Planning

UNC Charlotte