August 30, 2004
Memo for: Business Continuity Plan Management Committee
Subject: Minutes of the August 27, 2004 Meeting
1. A meeting of the Business Continuity Plan Management Committee was held on Friday, August 27, 2004, in Room 111 Cone Center.
2. Attendance:
A. Present: Susan Brooks, Ted Elling, William Harper, Gina Carroll-Howard, Carter Heath, Michelle Howard, Phil Jones, Marlon Lynch, Mark Reynolds, Morgan Roseborough, Randy Ross, Wally Seigler, Gary Stinnett, Doug Thomas (early departure).
B. Absent:
3. Main topics / issues:
A. Status of Automated Notification System RFI/RFP: An RFI/RFP was issued by Purchasing with responses due by 8/24. Randy Duncan reported (by phone) that he had received no responses. In the meantime, CPO, Inc. informed Morgan that they are in partnership with Mission Mode Solutions and would offer us the Mission Mode Automated Notification System as an add-on to our existing contract/agreement with CPO, Inc. An added feature of this arrangement is that Mission Mode will interface directly with the Resource Tracker database, allowing us to maintain emergency contact information in a single database instead of two (or more). We expect to receive the offer from CPO, Inc. by mid-September.
B. Issues from EOC Exercise, 7/15/04: Morgan reported on the status of several issues that surfaced at the EOC Exercise.
(1) 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. Status: Doug Thomas reported that this is not an issue. “All calls can be forwarded to the EOC with just a push of the button and keying in the five digit number at the main operator switchboard. Mack Sapp and I can do it remotely from home or from about six remote terminals on campus.”
(2) 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.). Status: Waiting on approval of decision paper.
(3) 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. Status: Waiting on approval of decision paper.
(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. Status: Waiting on approval of decision paper.
(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. Status: Waiting on approval of decision paper.
C. Resource Tracker Contact Update Status. A message was sent on 8/2 to all people trained on Resource Tracker to update the contact information for people on their team(s). As of today, we still lack updated information for 45 people, or about 40% of those in the contact database. Please make a concerted effort to get this done so we can start the semester with fresh information.
D. Disaster Scenario. The scenario for this meeting involved an
approaching hurricane. As the situation
progressed from watch to warning to impact, the committee reviewed
communications, instructions to faculty, staff and students, decision-making,
and resources available to recover after the storm had passed. (Post note: Tropical Storm Gaston came ashore near
4. Proposed Date for next Meeting: Based on progress to date, Morgan suggested that the committee begin meeting every other month. There were no dissenting votes. The next meeting will be held on Friday, 10/29/04, at 10 AM; location TBA.
Morgan Roseborough
Director, Business Continuity Planning
UNC