August 2, 2004
Memo for: Business Continuity Plan Management Committee
Subject: Minutes of the July 30, 2004 Meeting
1. A meeting of the Business Continuity Plan Management Committee was held on Friday, July 30, 2004, in Room 125 Atkins Library.
2. Attendance:
A. Present:
B. Absent: Susan Brooks, Rick Conboy, Barbara Edwards, Ray Galleno, Barry Godlewski, Lee Gray, Carter Heath, Bill Hill, Tony Hoppa, Michelle Howard, Phil Jones, Tom Lamb, Darin Spease, Richard Yount.
3. Main topics / issues:
A. Web Demonstration of Automated Notification System: Mission Mode Solutions presented a webex demo of their automated notification and emergency operations system. The system is scheduled to integrate with Resource Tracker in the near future, allowing shared databases for contacts, teams, and documents. This system is web-based and hosted off-site, eliminating the need for purchase of software or hardware.
B. Review of EOC Exercise, 7/15/04: Morgan reported on several issues that surfaced at the EOC Exercise. Decision papers should be circulated for review and approval in the near future.
(1) Composition of the Crisis Management Team (CMT) Core Group. It became apparent that several members of the CMT Core Group were not in a position to take actions required in the early stages of the crisis (this exercise scenario included an explosion, a bomb threat, and a hostage situation). The CMT Core Group may be modified to include personnel who are closer to the execution level and who have direct control of key resources (people, equipment, etc.).
(2) Alternate Internet connection for EOC members. We should have a means of wireless internet connection for members of the EOC in the event our campus network is not operational. This would enable email as well as Voice over IP (VOIP) communications. Several options were offered: Cell phone carrier, Blackberry, Road Runner (cable), Direct TV (satellite dish), and satellite phone (Globalstar). These could be pre-installed at locations designated for the EOC, or (for cell phone, Blackberry, and satellite phone) they could be mobile.
(3) Phone Forwarding. There should be a means to forward calls automatically to the emergency call center. Incoming calls from parents, students, faculty, staff and media should be routed to the central “call center” under the control of the A/VC, University Relations. This should include a capability for remote telephone switching in case access to the main switchboard is not possible.
(4) We should designate “mission essential” or “emergency personnel” who may be required to report to (or remain on) campus in an emergency situation. These may be different from those designated as “essential personnel” re: Policy Statement #13. They would include personnel on the EOC staff, Damage Assessment Teams, and Recovery Teams. We have the means to maintain the identification of these people using the Resource Tracker software.
(5) We should have a means to identify “mission essential” or “emergency personnel” who will be authorized access to the campus and/or facilities on campus following an emergency. This could be in the form of an ID card or badge. The Incident Commander and/or Campus Police will need a means to distinguish those authorized entry from those who are not.
(6) Automated Notification System. The exercise was initiated by the automated notification system offered by the National Notification Network, Inc (3N). The results showed a significant reduction in time and effort in making initial contacts (over the manual “call tree” system currently in effect). This was especially useful since not all key personnel were in their offices at the time of the notification. It also pointed out the need for secretaries and/or admin assistants who answer phone calls to be familiar with the procedures for notifying other key personnel.
We should subscribe to an automated notification system (even if on a temporary basis) until an “integrated messaging” system is installed on campus. It should employ all means of direct communication (work phone, home phone, cell phone, pager, and email). The emergency voice message should have replay capability, since it was difficult to capture the details on the first run.
C. Resource Tracker Training Status. Training is ongoing. However, there are several colleges, departments and/or administrative units that still need training for their personnel. This is particularly true for those with COOP responsibilities. Training is available from Morgan, Ted Elling, Steve Coppola, or Chris Ervin.
D. Disaster Scenario. The scenario for this meeting involved a
ruptured gas line in the vicinity of
4. Proposed Date for next Meeting: Friday, 8/27/04, at 10 AM; Room 111 Cone Center.
Director, Business Continuity Planning
UNC