November 21, 2005
Memo for: Business Continuity Plan Management
Committee
Subject: Minutes of the November 18, 2005 Meeting
1.
A meeting of the Business Continuity Plan Management Committee was held on
Friday, November 18, 2005, in Room 208 Cone Center.
2.
Attendance:
a.
Present: Scott Brechtel, Ray Galleno, Jon Hawn, Carter
Heath , Debra Joyce, Norman Lefebvre, Morgan Roseborough, Wally Seigler, Gina
Smith, Darin Spease, Doug Thomas, Tom York
b.
Absent:
Dixie Airey, Kathi Baucom, Susan Brooks, Gary Caton, Randy Duncan, Ted
Elling, Diana Gann, Lee Gray, William Harper, Michelle Howard, Bill Hill, Tony
Hoppa, Dane Hughes, Phil Jones, Tom Lamb, John Mack, Mark Reynolds, Laura
Simic, Gary Stinnett
3.
Main
topics / issues:
a.
Welcome: Morgan
addressed the issue of a shelter/comfort kit for University employees who are
required to remain on campus overnight, due to some emergency situation. These kits could also be used for students
forced to seek temporary shelter on campus.
Committee members in attendance were given the opportunity to comment on
the proposed contents of the kits.
Purchasing (Scott Brechtel) had done a cost estimate, which amounted to
$43 per kit. Included in that are a
self-inflating mattress and a 12”x24” duffel bag, both of which are
reusable. Replacement cost of the
expendable contents of the kit is approximately $10 per kit. Morgan will present this proposal to Olen
Smith for approval to purchase.
b.
Preparation for contagion/biomedical emergency: Morgan
reviewed some statistics and forecasts that were presented at the CPM 2005
(East) conference which he attended earlier this month. Specifically, he described the issue of “Bird Flu” and the potential for a
pandemic. We have already convened
meetings with Student Health, and Environmental Health and Safety to address
the possible actions we may be directed to take before, during, and after any
discovery of “Bird Flu” in Charlotte (or on campus). As we enter the “flu season” we will increase
announcements and posters addressing measures to prevent contraction and/or
transmission of viruses. In the event of
increased threat (or the presence of “Bird Flu” in
c.
Resource Tracker Contact and Recovery Item Status: Morgan
presented charts (below), with data current as of November 14, 2005, depicting
the current status of individual contact information and planning documents
[Recovery Items] included in the University’s Business Continuity Plan. The percentage of current contact files has
increased from 79% at the end of September to 96.1% in November. The percentage of current documents increased
from 39% (34 documents) in September to 78.2% (68 documents) in November. While both of these increases look
impressive, they were to be at that level at the beginning of September. It is now time to begin updating information
and plans for the second semester (beginning Jan 2, 2006).
|
|
|
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Information is Current for 309 of 321 Team Members as of Nov 14, 2005 |
Of 87 Recovery Items: 68 are current as of Nov 14, 2005 |
d. New Campus Warning Procedures: Morgan addressed the issue of how we are
organized to distribute warning messages to the campus at-large. Because of the number of different
departments “owning” various channels of communication (broadcast voicemail,
broadcast email, Channel 22, Channel 60, 49er Express, Weather Hotline,
Emergency Hotline, University Web Site, MissionMode, local Radio and TV), and
the number of different approvals required to release messages through those
channels, Morgan obtained the Chancellor’s approval to streamline the
process. The new procedure will use the
MissionMode Extended Notification System to send the warning message to each of
the individuals who are responsible for posting (or sending) messages through
each channel. They will immediately post
or send those messages. Authority to implement
these warning messages rests with the Campus Police Dispatcher, Morgan
Roseborough, and Tom York, with no other approvals required. Those individuals who post or send these
messages will be designated as the Campus Warning Team in the MissionMode
ENS. A test of the campus warning system
will be conducted prior to the end of November.
e. Disaster
Scenario: Instead of the usual
tabletop exercise, Morgan introduced a new form of training on Emergency
Response and Business Continuity. This
has been labeled Mach 5 Training by the California Highway Patrol. It is designed to be exportable to department
level, for implementation at each weekly staff meeting. The training is designed to take no more than
5 minutes of meeting time. The outline
of the training is:
(1) The department is issued a deck of 50 flash
cards (one card for each staff meeting during the year).
(2) The meeting leader will read the scenario
(very brief, two or three sentences).
(3) The meeting leader will then read the
question or problem (a very specific question that can be answered in one or
two words).
(4) In rapid fashion, each attendee will provide
an answer to the question as it relates to their department’s plan(s).
(5) The meeting leader will then flip the card
over and compare the individual’s answers with those printed on the card.
At the end of a year, a department will have had
training on 50 different aspects of their plan(s) for Emergency Response and
Business Continuity.
Morgan
issued a “homework requirement” for all committee members to submit two
scenarios and questions. He will compile
them and prepare a set of cards to be issued to departments throughout the
University.
f. Proposed date for the next meeting: The next meeting of the committee will be
held on Friday, January 27, 2006, in Room 111 Cone Center.
4. The meeting adjourned at 10:55 AM.
Director, Business Continuity
Planning
UNC